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THE  NEW  YORK   PUBLIC  LIBRARY 

ASTOR  LENOX  AND  TILDEN    FOUNDATIONS 
CIRCULATION   DEPARTMENT 


RULES  AND  INSTRUCTIONS  FOR  BRANCH 
LIBRARIANS  AND  ASSISTANTS 


NEW  YORK 
1913 


THE  NEW  YORK  PUBLIC  LIBRARY 

ASTOR  LENOX  AND  TILDEN  FOUNDATIONS 
CIRCULATION    DEPARTMENT 


RULES  AND  INSTRUCTIONS  FOR  BRANCH 
LIBRARIANS  AND  ASSISTANTS 


NEW   YORK 
1913 


%" 


CONTENTS 

« 

Sections 

General  Rules     --------______        i'q 

"Staff  News" -10-11 

Hours  of  Opening --------12-15 

Staff --------      16-  21 

Substitutes __      22-  24 

Probationers  -------.-.__._      25-  28 

Janitors         -- ---._.._      29-  35 

Schedules      --------_-.____      35.  44 

Leaves  of  Absence        -------_.____      45.  53 

Vacations 54-58 

Pay  Rolls     ------.._ 59-68 

Meetings       ---------.___..  59 

Library  Handwriting ---.__..  70 

Rules  for  Desk  Assistants  ----------_.      71-167 

Registration  - -.____      71-116 

General  Rules         ----- 71-76 

New  Applications _.__.      77.  85 

Renewed  Applications    -        - -        -        -        -86-88 

Transfers ----_89-92 

Deposit  Members     -- 93-  96 

Delinquents --       -       -       -       -      97-102 

Change  of  Address  ---------_..    103-104 

Special  Cards -___.    105-116 

Circulation  of  Books     --------.--_     117-167 

General  Rules         ---,---__--_.     117-I35 

Renewals 136-142 

Reserves - 143-151 

Overdue  Books         --- _     152-158 

Lost  and  Mutilated  Books      - 159-167 

Interloan      ----------.-'_..     168-177 

Abbreviations        -- --.._    178-179 

Book  Orders  ----------_--__     180-199 

Magazines  and  Newspapers  ---------.-_     19I-I99 

Binding,  Discarding,  and  Mending    -        -        - --    200-220 

Cataloguing  Office     ----------_-_    221-234 

Accessioning -       -       -•-       _-       .    221-223 

f3! 


306149 


4  THE  NEW  YORK  PUBLIC  LIBRARY 

Cataloguing  Office,  continued.  Sections 

Shelf  Listing        -------__-___  224-227 

"Printed  Cards       •--__ -.._  228-230 

Withdrawn   Books        -------__.__  231-234 

Central  Reserve  Collection         -------___.  235-240 

Inventory      ---------.-_...  241-243 

Statistics      --------._-___.  244-249 

Supplies  and  Furniture       -------____.  250-256 

Finance         - 257-273 

Reports   ------- _  257 

Small  Expense  Accounts     ----------.  258-262 

Deposits --..  263-266 

Cash  Book      ------- 267-268 

Telephone      -------- 269-273 

Work  with  Children    -------- 274-275 

Work  with  Schools -------  276-277 

Messenger  Service        ----__.-_____  278-283 

Wall  Case  Exhibits    -------------  284-291 

Accidents,  Fire,  and  Other  Emergencies 292-296 

Contagious  Disease      -------------  297-299 

Public  Lectures  :  Use  of  Assembly  Rooms      --------  300-301 

Buildings --.  302-309 


GENERAL  RULES 

1.  All  rules  governing  the  staff  of  the  circulation  department  and  the 
administration  of  its  branches  are  made  by  the  Committee  on  circulation, 
or  by  the  Chief  of  the  department  with  the  approval  of  the  Director. 

2.  Branch  librarians  will  receive  notification  of  all  changes  in,  or  addi- 
tions to,  the  rules  through  the  "Staff  News;"  and  such  changes  or  addi- 
tions shall  at  once  be  entered  in  the  printed  rules  at  each  branch. 

3.  Recommendations  from  branch  librarians  for  changes  in  the  rules, 
or  any  questions  relating  to  their  application  in  special  cases,  shall  be 
referred  directly  to  the  Chief  of  the  department. 

4.  Letters  between  branches  and  offices  on  library  business  shall  always 
be  addressed  to  an  office,  department,  or  branch;  not  to  an  individual.  All  cor- 
respondence concerning  branch  matters  shall  be  carried  on  through  the  branch 
librarian.  Official  letters  sent  by  assistants  shall  be  submitted  to  the  branch 
librarian  for  approval. 

5.  All  official  correspondence  received  by  branches  not  relating  to 
routine  matters  shall  be  referred  to  the  Chief  of  the  department. 

6.  The  name  of  the  sending  branch  shall  always  appear  plainly  on  all 
reports,  letters,  packages,  etc.,  sent  to  the  central  offices  or  to  another  branch. 

7.  The  flag  shall  be  displayed  at  the  branches  on  holidays  as  follows : 

February  12 Lincoln's  birthday 

February  22 Washington's  birthday 

May  30 Decoration  day* 

July  4 Independence  day 

September Labor  day 

October  12 Columbus  day 

November Election  day 

November Thanksgiving  day 

8.  Public  notices  or  placards  or  commimications  for  publication  in  any 
way  relating  to  the  work  or  policy  of  the  library  shall  first  be  submitted 
to  the  Chief  of  the  department  for  his  approval. 

9.  Branch  librarians  may  report  to  the  Chief  of  the  department  any 
news  items  in  connection  with  the  work  of  their  branches  that  are  of 
interest  to  the  general  public.  Newspaper  reporters  desiring  information 
shall  be  referred  to  the  Chief  of  the  department. 

"STAFF  NEWS" 

10.  The  "Staff  News,"  the  official  bulletin  of  the  Library,  is  issued 
every  Friday  and  is  sent  to  the  branches  on  Saturday  morning  for  distribution 
to  each  member  of  the  staff.  Branches  not  receiving  it  by  Monday  morning 
should  notify  the  Shipping  clerk. 


'The  flag  is  half  masted  until  noon,  then  run  to  the  head  till  sundown. 

[5] 


6  THE  NEW  YORK  PUBLIC  LIBRARY 

11.  As  the  "Staff  News"  contains  official  notices,  every  assistant  is 
expected  to  read  it  regular!}^  and  promptly.  Notices  inserted  in  it  will 
be  regarded  as  sent  personally  to  every  member  of  the  staff,  and  ignorance 
of  them  will  not  be  received  as  an  excuse.  A  complete  set  must  be  kept 
on  file  at  each  branch  in  a  place  available  to  every  member  of  the  staff. 

HOURS  OF  OPENING 

12.  All  branch  libraries  shall  be  open  to  the  public  from  9  a.  m.  to 
9  p.  m.  on  week  days,  including  legal  holidays,  with  the  following  exceptions : 
Central  Circulation  Room  open  9  a.  m.  to  10  p.  m.  every  week  day,  2  to  6 
p.  m.  on  Sundays.  Central  Children's  room  9  a.  m.  to  6  p.  m.  on  week  days. 
Library  for  the  Blind,  Travelling  Libraries,  and  offices  open  9  a.  m. 
to  5  p.  m.  on  week  days.  Central  Circulation  and  branches  in  Carnegie 
buildings  open  full  hours  on  all  holidays;  other  branches  closed  on  January  1, 
May  30,  July  4,  December  25,  presidential  election  day,  and  Thanksgiving; 
after  6  p.  m.  on  February  22  and  Christmas  eve ;  after  5  p.  m.  on  election  days 
when  not  presidential.  On  Sundays  the  Cathedral  and  St.  Raphael 
branches  open  10  a.  m.  to  12  m.,  and  reading  rooms  in  Rivington  Street, 
Tompkins  Square,  Ottendorfer,  Muhlenberg,  and  58th  Street  branches 
from  2  to  6  p.  m.  Rivington  Street  and  Tompkins  Square  reading  rooms 
open  to  10  p.  m.  on  week  days.  A  catalogue  of  all  the  books  in  the  department 
is  open  to  the  public  on  week  days  from  9  a.  m.  to  5  p.  m.  in  room  100,  central 
building.  (For  latest  information  consult  current  issues  of  "Monthly  list  of 
additions.") 

13.  Hours  of  opening  for  children's  rooms  shall  be  arranged  by  the 
Supervisor  and  branch  librarians  subject  to  the  approval  of  the  Chief  of  the 
department. 

14.  Branch  libraries  shall  not  be  open  to  readers  or  friends  of  employes 
before  9  a.  m.  or  after  9  p.  m. 

15.  No  floor,  or  part  of  floor,  of  any  branch  shall  be  closed  to  the  public 
during  library  hours  without  permission  of  the  Chief  of  the  department. 

THE    STAFF 

16.  The  branch  librarian  shall  be  in  charge  of  the  branch,  with  full 
authority  over  every  employe  therein.  She  shall  be  responsible  for  the 
discipline  and  efficiency  of  the  assistants  under  her,  the  condition  of  the 
building  and  its  contents,  and  the  proper  conduct  of  the  branch. 

17.  In  the  absence  of  the  branch  librarian  her  powers  and  duties  devolve 
upon  the  first  assistant,  or  in  the  latter's  absence,  upon  some  one  of  the 
other  assistants  designated  by  the  branch  librarian.  In  such  cases  all 
other  assistants  in  the  branch  shall  be  informed  as  to  the  assistant  tem- 
porarily appointed  by  the  branch  librarian  to  take  charge  in  her  absence. 


CIRCULATION   DEPARTMENT   RULES   AND  INSTRUCTIONS  7 

Only  regularly  appointed  assistants  shall  at  any  time  be  left  in  charge  of 
a  branch. 

18.  As  a  rule  only  regularly  appointed  assistants,  substitutes,  library 
school  students,  and  probationers  shall  be  permitted  to  take  part  in  the  library 
work  at  the  branches.  Volunteer  service  is  not  permitted  at  any  time  except 
by  special  permission  of  the  Chief  of  the  department. 

19.  Assistants  dissatisfied  with  decisions  of  the  branch  librarian  may 
appeal  to  the  Chief  of  the  department.  From  a  decision  of  an  assistant 
temporarily  in  charge  an  appeal  should  be  made  to  the  branch  librarian, 
not  to  the  Chief  of  the  department. 

20.  Notices  of  resignation  shall  be  forwarded  to  the  Chief  of  the  depart- 
ment one  month  in  advance.  The  last  day  on  which  the  assistant  is  on  duty 
shall  be  considered  the  date  on  which  the  resignation  takes  effect. 

21.  Immediate  notice  of  change  of  address  shall  be  sent  to  the  Central 
office. 

SUBSTITUTES 

22.  All  applications  for  substitutes  (including  substitute  custodians, 
messengers,  and  janitors),  shall  be  made  by  the  branch  librarian  to  the  Chief 
of  the  department.  No  person  shall  be  employed  at  a  branch  as  substitute 
without  his  permission. 

23.  Every  substitute  shall  keep  a  time  sheet  during  the  period  of  service 
at  a  branch.  This  time  sheet  must  be  certified  to  by  the  branch  librarian  and 
forwarded  to  the  office  of  the  Chief  on  the  day  following  the  departure 
of  the  substitute  from  the  branch.     (Cf.  also  under  "Schedules.") 

24.  Substitutes  who  have  served  continuously  for  one  year  or  more  are 
allowed  the  full  two  weeks'  sick  leave  accorded  to  regular  members  of 
the  staff.  Substitutes  who  have  served  less  than  one  year  are  allowed 
sick  leave  proportionate  to  their  term  of  service, 

PROBATIONERS 

25.  Branch  librarians  are  required  to  arrange  for  the  instruction  of  pro- 
bationers, assigned  to  their  branches,  under  the  direction  of  the  Registrar 
of  the  Library  school. 

26.  This  instruction  shall  presume  a  regular  place  on  the  schedule  for  the 
probationer,  with  opportunity  to  perform  all  the  routine  duties  ordinarily 
required  of  Class  D  assistants.  No  probationer,  however,  shall  be  scheduled 
at  a  branch  for  more  than  two  evenings  a  week. 

27.  As  soon  as  the  probationer  has  completed  her  assignment  at  a  branch, 
the  librarian  shall  forward  to  the  Registrar  of  the  Library  school  a  detailed 
report  (on  a  special  blank  form)  in  regard  to  the  quality  of  work  done 
by  the  probationer  while  under  her  direction.     In  filling  out  such  reports 


8  THE  NEW  YORK  PUBLIC  LIBRARY 

librarians  should  remember  that  they  will  be  used  at  the  end  of  the  term 
as  a  basis  for  recommendations  for  appointment  on  the  staff. 

28.  At  the  end  of  an  assignment,  the  time  sheet  of  each  probationer  shall 
be  signed  by  the  branch  librarian  and  forwarded  at  once  to  the  Central  office. 

JANITORS 

29.  Janitors  of  branches  shall  be  subject  to  orders  of  the  branch 
librarians. 

30.  Janitors  are  required  to  wash  all  floors  at  least  once  a  week  and  sweep 
them  daily.  Floors  must  be  dry  by  9  a.  m.  All  woodwork  and  furniture 
must  be  dusted  daily,  and  windows  must  be  cleaned  at  least  twice  a  month; 
oftener  if  required  by  the  branch  librarian. 

31.  Staff  rooms,  work  rooms,  etc.,  must  be  cleaned  like  other  parts  of 
the  building,  but  it  is  not  required  of  the  janitor  or  his  family  to  do  any. 
work  in  connection  with  the  preparation  of  lunches,  the  cleaning  of  dishes, 
etc.,  for  the  staff. 

32.  At  the  request  of  the  branch  librarian  the  janitor  is  required  to  do 
outside  work,  such  as  calling  for  overdue  books,  taking  application  blanks, 
delivering  library  notices,  etc. 

33.  Each  janitor  will  be  held  responsible  for  the  cleaning  of  his  branch 
during  his  vacation.  Substitute  janitors,  whether  engaged  by  the  Central 
office  or  by  the  regular  janitor,  will  be  paid  a  definite  salary  by  the  library 
in  each  case,  but  this  salary  will  not  provide  for  the  washing  of  windows 
or  floors.  This  work  must  be  paid  for  from  the  janitors'  cleaning 
allowances. 

34.  Buildings  must  not  be  left  unoccupied  at  night  during  the  janitors' 
vacations.  In  the  absence  of  the  regular  janitor  and  all  members  of  the  family, 
the  substitute  janitor  must  remain  in  the  building  over  night,  except  by  special 
permission  of  the  Chief  of  repairs. 

35.  The  names  of  all  substitute  janitors  must  appear  on  the  pay  rolls 
for  the  month  in  which  they  serve. 

SCHEDULES 

36.  The  required  number  of  working  hours  for  each  assistant  shall  be 
forty  per  week,  not  including  meal  time  for  which  one  hour  additional  shall  be 
taken. 

37.  The  distribution  of  the  weekly  requirement  of  working  time  shall 
be  made  by  each  branch  librarian  or  head  of  office  for  members  of  his  or  her 
staff,  and  schedules  shall  be  submitted  upon  request  to  the  Chief  of  the  depart- 
ment for  examination  or  approval. 

38.  The  allowance  of  one  hour  for  each  meal  is  compulsory,  and  no 
assistant  is  permitted  to  shorten  this  period  in  order  to  make  up  lost  time,  or 
for  any  other  reason. 

39.  Reading-room  custodians,  messengers,  and  pages  are  required  to 
work  45  hours  a  week,  not  including  meal  time. 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  9 

40.  Assistants  are  allowed  8  hours  off  for  each  legal  holiday,  reducing 
the  required  hours  during  the  week  in  which  the  holiday  occurs  to  32.  In 
Carnegie  buildings,  when  extra  pay  is  allowed,  the  hours  of  service  on  holidays 
shall  not  be  counted  as  part  of  this  total. 

41.  Assistants  may  work  overtime  only  by  direction  of  the  branch 
librarian.  This  shall  be  allowed  only  in  case  of  special  need.  Such  extra 
work  may  be  offset  by  absences  with  the  special  consent  of  the  branch 
librarian. 

42.  Every  assistant  scheduled  shall  be  ready  for  duty  at  least  five 
minutes  before  the  library  is  open  to  the  public. 

43.  Every  employe  is  required  to  keep  a  time  sheet,  showing  the  time 
of  arrival  and  departure  on  each  working  day.  The  time  sheets  must 
be  filed  together  at  the  branch,  as  long  as  they  are  in  use,  in  the 
custody  of  the  branch  librarian  or  first  assistant.  The  name  inverted, 
address,  and  telephone  number  of  the  assistant  must  be  written  on  each 
sheet.     The  weekly  total  of  hours  shall  be  entered. 

44.  Time  sheets  of  all  assistants  with  the  exception  of  substitutes  and 
probationers  (as  heretofore  noted),  must  be  kept  on  file  at  the  branches 
until  the  end  of  the  calendar  year,  and  sent  to  the  office  of  the  Chief  before 
January  15  following.  The  branch  librarian  or  head  of  office  is  required  to 
certify  to  the  correctness  of  the  record  on  each  sheet. 

LEAVES   OF   ABSENCE 

45.  Two  weeks'  absence  (or  80  hours,  not  necessarily  consecutive)  for 
illness  in  each  calendar  year  is  allowed,  without  deduction  of  salary. 
Beyond  this  period,  the  Chief  of  the  department  has  power  to  grant  sick 
leave  up  to  a  total  of  one  month  (including  the  two  weeks  previously 
specified),  on  the  recommendation  of  the  Medical  officer. 

46.  The  full  two  weeks'  sick  leave  is  allowed  not  only  to  all  regular 
members  of  the  staff,  but  also  to  substitutes  who  have  served  continu- 
ously for  one  year  or  more.  Such  employes  who  have  served  less  than 
one  year  are  allowed  a  fraction  of  two  weeks  proportionate  to  the  part 
of  one  year  for  which  they  have  served.    (See  also  under  "Substitutes.") 

47.  A  report  on  a  special  form  provided  for  the  purpose,  of  the  total 
number  of  hours  lost  by  each  assistant  on  account  of  illness  during  the  month, 
shall  be  sent  by  branch  librarians  to  the  Chief  of  the  department  on  the  first  day 
of  the  month  following.  This  report  shall  always  be  sent  each  month,  even 
though  there  is  no  illness  to  be  recorded. 

48.  Assistants  absent  unexpectedly  on  account  of  illness  shall  notify  the 
branch  librarian  at  once,  by  telephone  if  possible.  Failure  to  do  this  may 
involve  loss  of  salary  for  the  period  of  such  absence. 

49.  Leaves  of  absence  of  not  more  than  three  days  may  be  granted  on 
special  request  by  the  branch  librarian,  it  being  understood  that  the  time  lost 
will  be  made  up,  or  salary  deducted. 


10  THE   NEW   YORK   PUBLIC   LIBRARY 

50.  Leaves  of  absence  of  more  than  three  days  must  be  requested  in 
writing  from  the  Chief  of  the  department,  with  the  endorsement  of  the  branch 
librarian,  or  head  of  office.  In  such  cases  deduction  of  salary  will  be  made 
for  the  full  term  of  absence.  In  general,  leaves  of  absence  for  short  periods 
will  not  be  granted  immediately  before  or  after  vacation. 

51.  Leave  of  absence  to  attend  library  conferences  or  club  meetings  will 
be  granted  only  when  such  absences  do  not  involve  the  employment  of  substi- 
tutes.    No  deduction  of  salary  will  be  made. 

52.  Leaves  of  absence  on  account  of  illness  or  death  in  the  immediate 
family  will  be  excused  up  to  a  reasonable  limit  upon  application  in  writing  to 
the  Chief  of  the  department  and  the  endorsement  of  the  branch  librarian. 

53.  Assistants  desiring  leaves  of  absence  in  addition  to  vacations  must 
submit  their  requests  for  the  same  in  writing  to  the  Chief  of  the  depart- 
ment before  May  1.  No  leaves  of  absence  can  be  granted  after  that  date. 
Every  request  must  be  endorsed  by  the  branch  librarian,  and  should  state 
definitely  the  period  of  the  leave  of  absence  desired  and  the  reason  therefor, 

VACATIONS 

54.  Every  employe  of  the  Circulation  department  except  janitors,  cus- 
todians, and  messengers,  receives  in  each  calendar  year  a  vacation  of  one 
month,  with  salary.  "One  month"  means  the  period  beginning  with  any 
date  in  a  calendar  month,  to  the  same  date  in  the  next  calendar  month,  not 
inclusive,  without  regard  to  the  number  of  days  included  or  the  holidays 
therein. 

55.  Persons  entering  the  service  of  the  library  between  January  1  and 
March  31  will  be  granted  a  vacation  of  two  weeks;  persons  entering  the  service 
later  than  April  1  receive  no  vacation  in  that  calendar  year. 

56.  Janitors,  custodians,  and  messengers  receive  vacations  of  two  weeks. 

57.  Except  for  special  reasons,  vacations  shall  be  taken  between  June  1 
and  October  1.  Each  branch  librarian  shall  assign  vacations  in  her  own 
branch;  the  branch  librarian  and  her  first  assistant  shall  not  be  absent 
at  the  same  time.  Schedules  showing  the  complete  assignments  must 
be  sent  to  the  Chief  of  the  department  for  approval  before  May  1. 

58.  Assistants  resigning  just  before  the  vacation  period  will  be  granted 
vacation  only  for  special  reasons,  by  permission  of  the  Director.  Written 
application  for  such  vacation,  endorsed  by  the  branch  librarian,  shall  be  made 
to  the  Chief  of  the  department. 

PAY   ROLLS 

59.  Requisitions  for  salaries  made  out  on  the  special  form  provided,  shall 
be  sent  to  the  Finance  office  on  the  15th  of  each  month,  except  during 
the  months  of  June,  July,  August,  and  September,  when  they  shall  be  sent  in 
on  the  12th.     Names  on  the  requisitions  shall  be  arranged  in  two  groups,  as 


CIRCULATION   DEPARTMENT   RULES   AND  INSTRUCTIONS  H 

follows:  (a)  regularly  appointed  employes,  arranged  according  to  grades,  and 
(b)  substitutes,  arranged  alphabetically.  All  payments  other  than  regular 
salaries  (such  as  those  for  Sunday,  extra  evening,  or  holiday  work)  shall  be 
entered  separately  in  the  proper  columns.  The  requisitions  shall  contain 
the  names  of  all  employes,  whether  to  be  paid  salary  or  not,  and  if  no 
salary  is  due  the  reason  therefor  shall  be  stated. 

60.  The  amounts  on  the  requisition  shall  be  added  at  the  branch  and  the 
total  stated.  Each  requisition  must  bear  the  signature  of  the  branch  librarian 
or  her  representative,  to  certify  to  its  correctness. 

61.  From  these  requisitions  the  official  pay  rolls  for  the  month,  a  sepa- 
rate one  for  each  branch,  are  made  out  at  the  Finance  office.  These  must 
be  receipted  by  each  person  who  receives  salary.  Pay  rolls  must  not  be 
returned  to  the  Bursar's  office  until  they  are  signed  by  all  whose  names 
appear  on  them.  Pay  rolls  shall  not  leave  the  building  for  signature  unless 
in  the  custody  of  a  responsible  assistant.  If  an  assistant  intends  to  leave 
the  service  and  will  not  be  easily  accessible  at  the  end  of  the  month,  she 
shall  call  at  the  Finance  office  at  some  convenient  time  to  sign  the  pay  roll, 
in  which  case  the  check  will  be  mailed  to  her  directly  from  headquarters. 
In  case  of  unexpected  absence,  such  as  for  sickness,  etc.,  a  separate  receipt 
must  be  obtained,  and  attached  to  the  pay  roll,  on  which  the  branch  librarian 
may  then  sign  the  absent  person's  name,  adding  "per"  followed  by  her  own 
signature. 

62.  When  assistants  desire  vacation  salaries  in  advance,  branch  librarians 
shall  see  that  the  extra  amount  is  placed  in  the  pay  roll  for  the  month 
preceding  the  vacation. 

63.  When  an  assistant  leaves  the  service  before  the  expiration  of  the  time 
for  which  salary  has  been  requisitioned,  full  particulars  shall  be  sent  to 
the  Finance  office  immediately. 

64.  Payment  of  salary  during  the  absence  of  an  assistant  will  cease  auto- 
matically at  the  expiration  of  the  two  weeks'  sick  leave  regularly  allowed, 
unless  otherwise  recommended  by  the  Medical  officer. 

65.  Assistants  volunteering  or  assigned  for  Sunday  service  receive  one 
dollar  extra  for  four  hours  (2  to  6  p.  m.).  Janitors,  when  their  services 
are  necessary,  receive  the  same  amount. 

66.  When  reading  rooms  are  open  until  10  p.  m.  instead  of  9  p.  m., 
assistants  on  duty  receive  twenty-five  cents  extra  for  each  evening. 

67.  Assistants  and  other  employes  volunteering  or  assigned  to  service  on 
legal  holidays  in  Carnegie  buildings  receive  compensation  as  follows: 

Assistants $3.00  per  day 

Reading  room  custodians 2.00     "       " 

Messengers  and  janitors 1.00     "       " 

68.  In  branches  where  public  lectures  are  held  by  the  Board  of  Educa- 
tion, and  where  the  library  is  kept  open  for  half  an  hour  after  the  close  of  the 
lecture,  assistants  on  duty  during  this  period  receive  twenty-five  cents 
extra. 


12  THE   NEW   YORK   PUBLIC   LIBRARY 


MEETINGS 


69.  Meetings  of  branch  librarians  and  heads  of  offices  under  the  direc- 
tion of  the  Chief  of  the  department,  and  of  assistants  in  charge  of  special  work 
under  the  direction  of  the  supervisors,  are  held  from  time  to  time  as  announced 
in  the  "Staff  News."  Attendance  at  these  meetings  is  required,  and  in  the 
absence  of  the  branch  librarian  or  assistant  in  charge,  a  representative  from 
the  branch  shall  attend  the  meeting. 

LIBRARY  HANDWRITING 

70.  Library  handwriting,  or  printing,  shall  be  used  in  the  following 
records,  except  where  typewritten: 

Accession  book  Posted  bulletins  and  booklists 

Book  cards  Registration  book 

Borrowers'  cards  Shelf  list 

Catalogue  Statistic  book 
Monthly  reports 


RULES  FOR  DESK  ASSISTANTS 

REGISTRATION 
General   Rules 

71.  Any  person  having  either  a  home  or  business  address  in  any  of  the 
five  boroughs  of  the  city  of  New  York  is  entitled  to  the  privileges  of  The 
New  York  Public  Library  upon  application  at  any  branch  in  accordance  with 
the  regulations  of  the  library. 

72.  Each  applicant  for  a  borrower's  card  shall,  when  required,  give  as 
reference  the  name  and  address  of  another  resident  of  the  city  of  New  York 
who  will  identify  the  applicant  and  certify  to  the  correctness  of  the  address 
given  by  him.  Applicants  known  at  the  branch  where  they  make  appli- 
cation may,  at  the  discretion  of  the  branch  librarian,  be  allowed  to 
register  without  giving  reference,  and  may  receive  a  card  at  once. 

73.  On  request  of  members  of  the  Board  of  trustees  or  of  the  Committee 
on  circulation,  the  Director,  Assistant  director,  or  the  Chief  of  the  depart- 
ment, cards  are  issued  without  reference.  Cards  are  also  issued  without 
reference  to  teachers  in  the  public  and  corporate  schools  of  the  city  and  to  those 
preparing  to  become  teachers,  if  duly  certified  by  the  head  of  the  training 
institution. 

74.  Applicants  who  are  unable  or  unwilling  to  give  reference,  shall  be 
allowed,  in  lieu  thereof,  to  make  a  deposit  of  three  dollars  at  the  branch,  and  are 
then  given  a  card  at  once.  The  deposit  is  retained  by  the  library  until  the 
reader  surrenders  his  card  or  furnishes  a  reference,  when  the  original 
amount  of  the  deposit  is  returned  to  him,  after  deducting  unpaid  fines  or 
other  charges. 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  13 

75.  As  a  rule,  applicants  must  register  at  the  library  in  person,  no  appli- 
cation blanks  being  sent  out  from  the  branch  except  in  cases  of  illness, 
or  when  the  applicant  is  otherwise  unable  to  visit  the  library. 

76.  No  person  shall  be  allowed  to  register  or  hold  a  borrower's  card  at 
more  than  one  branch.  When  receiving  applications,  assistants  in  charge  of 
registration  should  always  ascertain  whether  applicants  have  registered 
or  hold  cards  at  any  other  branch. 

New  Applications 

77.  Applicants  must  fill  out  two  blanks,  one  to  be  filed  at  the  branch,  and 
the  other  sent  to  the  Central  registration  office;  the  reverse  side  of  the 
duplicate  need  not  be  filled  out.  The  application  remaining  at  the  branch 
shall  be  stamped  "Registered  at  Central." 

78.  To  aid  in  identification,  every  applicant  should  be  asked  to  write  his 
or  her  name  in  full  on  the  application  blank.  The  name  on  the  application 
blank  and  on  the  borrower's  card  should  correspond  exactly. 

79.  Married  women  should  sign  applications  in  their  own  names,  and 
write  their  husbands'  names  beneath,  viz : 

Mary  Alice  Smith 
Mrs.  John  Walter 

The  application  should  then  be  endorsed  by  the  assistant  for  filing  thus : 
Smith,  Mrs.  John  Walter   (Mary  Alice) 

80.  In  cases  of  names  changed  by  marriage  or  otherwise,  readers  shall 
be  required  to  fill  out  duplicate  application  blanks  for  the  Central  registra- 
tion office.  A  report  of  the  change  of  the  reader's  name  by  an  assistant  is  not 
sufficient,  as  it  affords  no  opportunity  for  comparison  of  signatures. 

81.  Titles  of  courtesy  (Mr.,  Miss,  Mrs.,  etc.)  and  professional  titles 
(Dr.,  Rev.,  etc.)  shall  be  used  on  borrowers'  cards  issued  in  the  adult  rooms, 
and  indicated  in  parentheses  on  the  duplicate  application  blank. 

82.  The  assistant  receiving  the  application  should  always  write  out  the 
applicant's  name  and  address  in  pencil  when  the  handwriting  is  not  clear 
or  when  there  is  likely  to  be  any  uncertainty  as  to  the  name. 

83.  Duplicate  applications  for  the  Central  registration  office  must  bear 
the  registration  number  and  date,  and  must  be  forwarded  to  the  Central 
registration  office  not  later  than  the  day  following  the  issue  of  the  card 
to  the  borrower,  the  applications  being  arranged  alphabetically. 

84.  If  an  application  for  a  borrower's  card  is  for  any  reason  questioned  at 
the  Central  registration  office,  notice  to  this  effect  is  sent  at  once  to  the 
branch.  The  borrower's  card  must  then  be  revoked  and  held  by  the 
branch  until  the  difficulty  is  satisfactorily  adjusted. 

85.  Addresses  of  persons  registered  at  the  branches  shall  be  regarded 
as  strictly  confidential,  and  shall  not  be  given  out  except  by  special  direction 
of  the  Committee  on  circulation. 


14  THE  NEW  YORK  PUBLIC  LIBRARY 


Renewed   Applications 

86.  Cards  issued  to  adults  are  good  for  three  years  and  are  subject  to 
renewal  at  the  end  of  that  time.  Cards  issued  from  children's  rooms  are 
good  for  one  year  only,  being  subject  to  renewal  at  the  end  of  each  year. 

87.  Renewed  applications  are  treated  as  new  applications,  the  duplicate 
slips  being  sent  to  the  Central  registration  office. 

88.  Cardholders  in  good  standing  at  the  branch  may,  at  the  discretion 
of  the  branch  librarian,  have  their  cards  renewed  without  giving  reference. 

Transfers 

89.  Cards  are  good  at  any  branch,  but  transfers  may  be  made  when  the 
reader  changes  his  address  and  intends  to  draw  books  regularly  from 
another  branch.    Transfers  shall  not  be  issued  to  delinquent  readers. 

90.  A  transfer  notice  on  the  prescribed  form  shall  be  sent  to  the  Central 
registration  office  in  every  case  by  the  branch  receiving  the  transferred 
reader. 

91.  Duplicate  applications  of  transferred  readers  shall  only  be  sent  to 
the  Central  registration  office  when  the  readers  have  not  previously  been 
registered  at  this  office,  but  the  transfer  notice  must  be  sent  in  every  instance. 

92.  In  branches  where  children  transferred  from  the  juvenile  to  the 
adult  department  are  required  to  sign  new  application  blanks  and  receive  new 
numbers  (i.  e.,  are  treated  as  new  readers),  librarians  shall  indicate  below  the 
new  registration  number  on  the  duplicate  application  sent  to  the  Central 
registration  office  the  old  number  previously  used  in  the  juvenile  department. 
The  same  rule  as  to  indicating  old  numbers  on  new  duplicate  applications 
should  be  observed  when  applications  are  renewed  in  either  department. 

Deposit  Members 

93.  A  "temporary"  reader,  who  is  in  the  city  for  a  short  time  only, 
and  wishes  to  use  the  library,  may  be  given  a  card  upon  receipt  of  the  required 
deposit  of  three  dollars  in  lieu  of  reference,  but  no  duplicate  application  blank 
need  be  sent  by  the  branch  to  the  Central  registration  office,  or  registration 
number  assigned,  as  in  such  cases  the  card  will  probably  be  surrendered  upon 
the  return  of  the  books  first  borrowed  thereon.  However,  if  the  reader 
decides  to  keep  his  card  and  become  a  permanent  member,  he  should  be 
assigned  a  registration  number,  and  a  duplicate  of  his  application  sent  to  the 
Central  registration  office. 

94.  Other  deposit  members  are  required  to  fill  out  duplicate  application 
blanks,  one  of  which  shall  be  sent  to  the  Central  registration  office,  as  in  the 
case  of  regularly  registered  borrowers,  no  distinction  being  made  except  in 
the  omission  of  the  reference  requirement. 

95.  Deposit  members  shall  be  assigned  registration  numbers  in 
the  regular  order,  as  other  members. 


Renewed  Applications 

87.  Personal  application  must  be  made  for  renewal  except  as  pro- 
vided for  in  Rule  75.  Renewed  applications  are  treated  in  the  same  way 
as  the  original  ones,  the  duplicate  slips  being  sent  to  the  Central  regis- 
tration office.  The  expired  card  must  be  returned  before  the  new  one 
is  granted.  If  it  is  lost  the  application  for  renewal  may  be  made,  but  one 
week  must  elapse  before  a  new  card  is  issued. 

A  new  number,  which  should  be  the  next  consecutive  unused  number 
in  the  registration  book,  should  be  assigned  to  the  borrower  and  his  old 
number  written  in  pencil  underneath  the  new  one  on  both  application 
blanks.  After  the  information  on  the  new  application  has  been  entered 
in  the  registration  book,  the  old  application  and  card  may  be  destroyed 
except  when  delinquent  notices  have  been  filed.  Applications  which  are 
renewed  should  be  indicated  in  the  registration  book  by  stamping 
"Re-Registered"  before  the  old  registration  number. 

All  cards  expiring  in  any  one  month  may  be  used  30  days  after  the 
date  of  expiration.  Upon  the  first  presentation  of  the  card  after  the  date 
of  expiration,  the  attention  of  the  borrower  should  be  drawn  to  the  fact 
that  it  has  expired  and  if  he  does  not  wish  to  renew  it  immediately,  both 
sides  of  the  card  should  be  stamped  with  the  expiration  stamp.  Should 
a  month  elapse  without  renewal  of  the  application  the  card  shall  be 
retained  at  the  library. 

For  the  convenience  of  the  assistants  in  detecting  cards  which  have 
expired,  the  inclusive  numbers  of  applications  which  expire  in  the  current 
month  will  be  posted  at  the  registration  and  charging  desks. 

The  registration  file  should  be  weeded  out  each  summer  and  all 
applications,  except  those  of  delinquents,  that  expired  more  than  a  year 
previous  should  be  sent  to  the  Central  registration  office. 

Readers  transferred  from  another  branch  should  be  asked  to  sign 
new  applications  and  be  given  a,  card  good  for  three  years  from  the  date 
the  transfer  is  accepted.  If  deemed  necessary  by  the  branch  librarian, 
such  a  reader  may  be  requested  to  renew  his  references. 

In  cases  where  a  special  card  has  been  issued  the  date  of  expiration 
remains  the  same  as  for  the  original  card.  The  special  card,  however, 
may  be  renewed  on  request  for  one  additional  period  of  three  years  with- 
out the  necessity  of  its  holder  filling  out  new  application  blanks.  A  new 
number  shall  be  assigned  and  a  note  giving  both  old  and  new  numbers 
sent  to  the  Central  registration  office. 


CIRCULATION   DEPARTMENT   RULES   AND  INSTRUCTIONS  15 

96.  When  a  deposit  member  surrenders  his  card,  the  branch  shall  cancel 
his  application,  and  notify  the  Central  registration  office,  if  registered 
there. 

Delinquents 

97.  When  a  borrower  owes  a  fine  of  fifty  cents  or  over,  or  has  in  his 
possession  books  belonging  to  the  library  long  overdue,  or  has  lost  or 
mutilated  a  book  and  not  paid  for  it,  or  in  any  other  way  has  forfeited  his 
right  to  the  privileges  of  the  library,  his  name  shall  be  reported  by  the  branch 
librarian  to  the  Central  registration  office  on  the  special  printed  form  stating 
the  nature  of  the  delinquency. 

98.  If  a  member  of  one  branch  becomes  delinquent  at  another,  notice 
shall  be  sent  to  the  branch  from  which  the  card  was  issued.  This  branch 
shall,  in  turn,  notify  the  Central  registration  office. 

99.  When  a  delinquent  has  paid  his  fine  or  returned  his  books,  this 
fact  shall  be  reported  to  the  Central  registration  office. 

100.  The  fact  that  one  member  of  a  family  is  on  record  as  a  delinquent 
shall  not  bar  other  members  of  the  family  from  the  privileges  of  the  library. 

101.  The  occupations  or  school  grades  of  delinquent  members  must  be 
indicated  on  all  delinquent  notices  sent  to  the  Central  registration  office. 
Juvenile  delinquents  shall  be  distinguished  from  adult  delinquents  by  stamp- 
ing "Children's  room"  at  the  top  of  the  notice. 

102.  When  a  branch  sends  to  Central  registration  office  more  than  one 
delinquent  notice  for  the  same  reader,  care  should  be  taken  to  state  plainly 
on  the  second  notice  whether  the  fine  indicated  thereon  includes  the  amount 
of  fine  reported  on  the  first  notice  or  whether  it  is  an  additional  charge. 

Change  of  Address 

103.  When  a  borrower  reports  a  change  of  address  the  new  address  shall 
be  written  on  his  card,  on  the  application  blank,  and  in  the  registration 
book. 

104.  Changes  of  address  must  be  forwarded  by  branches  daily  to  the 
Central  registration  office. 

Special  Cards 

105.  Special  cards,  good  for  twelve  books  for  study,  to  be  kept  not 
longer  than  six  months,  are  issued  to  teachers  in  the  public  and  corporate 
schools  of  the  city,  and  to  others  who  desire  them  for  serious  study  or  investi- 
gation. Books  taken  on  these  cards  must  be  renewed  monthly  and  are  lent 
with  the  understanding  that  they  must  be  returned  after  two  weeks'  use 
if  requested.  If  several  such  books  have  been  taken  out  wnthin  a  short 
period,  they  may  all  be  renewed  at  once  when  the  first  has  been  out  one 
month. 


16  THE  NEW  YORK  PUBLIC  LIBRARY 

106.  Special  cards  issued  by  one  branch  are  also  good  at  all  other 
branches,  subject  to  such  limitation  as  the  branch  librarian  may  see  fit  to 
impose  in  each  case. 

107.  No  reader  shall  be  allowed  to  hold  both  a  regular  and  a  special  card. 
A  regular  cardholder  who  applies  for  special  privileges,  shall  surrender 
his  regular  card  upon  receipt  of  a  special  card. 

108.  A  special  card  shall  include  the  privileges  of  a  regular  card,  and 
books  may  be  borrowed  upon  it  under  the  rules  governing  ordinary  issue,  or 
under  those  applying  to  special  issue,  or  under  both;  provided  that  the 
total  number  of  books  shall  not  exceed  four  when  borrowed  under  the 
rules  of  ordinary  issue,  or  twelve  when  borrowed  under  the  rules  of  special 
issue,  or  twelve  when  borrowed  under  both. 

109.  Applications  for  special  cards  must  be  signed  by  branch  librarians 
with  recommendations  either  for  or  against  issue,  and  sent  daily  in  dupli- 
cate to  the  Central  registration  office.  Special  card  applications  should 
be  enclosed  in  separate  envelopes,  and  not  included  in  packages  of  regular 
applications. 

110.  Librarians  are  expected  to  verify  addresses  of  applicants  and  their 
references  before  sending  the  applications  to  the  Central  registration 
office. 

111.  Applicants  for  special  cards  are  required  to  give  two  references. 
However,  when  applicants  refuse  to  give  such  references  the  applications 
shall  be  forwarded  at  once  to  the  Chief  of  the  department  direct,  together 
with  special  reports  from  branch  librarians  covering  these  cases.  Upon  the 
request  of  members  of  the  Board  of  trustees,  the  Committee  on  circulation, 
the  Director,  the  Assistant  director,  or  the  Chief  of  the  circulation  department, 
special  cards  shall  be  issued  without  references. 

112.  Deposit  members  shall  not  be  given  special  cards.  If  a  deposit 
member  applies  for  a  special  card  and  gives  the  two  required  references, 
he  shall  be  considered  a  regular  member.  Upon  the  issue  of  the  card  his 
deposit  shall  be  refunded. 

113.  Applicants  not  already  registered  to  whom  special  cards  are  issued 
shall  be  entered  in  the  registration  book  in  regular  sequence  with  other  readers, 
and  the  abbreviation  "Sp"  written  after  their  registration  numbers.  No 
special  numbers  or  series  of  numbers  shall  be  assigned  to  special  cards. 

114.  Information  given  by  applicants  for  special  cards  as  to  their  occupa- 
tion and  reasons  for  requiring  special  privileges  must  be  in  specific  form 
for  tabulation.  For  example,  under  "Occupation"  such  terms  as  "Cashier," 
"Clerk,"  "Student,"  etc.,  are  not  sufficient.  The  precise  nature  of  the 
employment  must  be  indicated  in  each  case,  as  "Bank  cashier,"  "Order 
clerk,"  "Law  student,"  etc.  The  phrase  "College  student"  is  not  sufficient ; 
the  name  of  the  college  is  required.  Similarly,  under  reasons  for  requiring 
special  privileges  the  terms  "Study  purposes,"  "Civil  service  examinations," 
"Night  school,"  etc.,  are  not  sufficient.  Special  lines  of  work,  study,  or 
investigation  for  which  preparation  is  being  made  must  be  definitely 
stated. 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  17 

115.  High  school  students  do  not  need  special  cards.  However,  certain 
students  in  High  schools  requiring  books  for  purposes  other  than  regular 
school  work  may  properly  be  recommended  for  special  cards.  Students  in 
Normal  College  or  the  College  of  the  City  of  New  York  applying  for  special 
cards  must  state  whether  they  are  taking  courses  in  the  High  school  or  College 
departments  of  these  institutions. 

116.  If  a  special  card  is  lost,  one  month  must  elapse  after  notice  is 
given  the  library  of  the  loss  before  the  card  can  be  replaced.  The  reader 
shall  be  required  to  fill  out  a  new  application  before  the  new  card  is  issued. 

CIRCULATION  OF  BOOKS 
General  Rules 

117.  On  each  borrower's  card  may  be  taken  four  books  (only  one  of 
which  shall  be  a  work  of  fiction)  and  one  current  magazine.  Bound  magazines 
are  considered  as  books,  but  unbound  pamphlets  may  be  considered  as 
books  or  as  "extras"  like  magazines. 

118.  A  work  published  in  more  than  one  volume  may,  if  the  reader 
wishes,  be  regarded  as  a  single  book.  A  charge  should  be  made  for  each  volume 
on  the  borrower's  card  and  the  whole  bracketed  to  indicate  that  the  charge 
applies  to  a  single  work.  When  several  music  scores  are  issued  in  a  port- 
folio as  separate  parts  of  the  same  work,  the  circulation  shall  be  counted  in 
the  statistics  as  one  volume. 

119.  Ordinarily,  when  several  books  are  borrowed  at  once  on  the  same 
card,  only  one  of  these  may  be  a  work  of  fiction;  however,  it  is  allowable 
to  borrow  several  works  of  fiction  at  once  on  the  same  card  when  each 
of  these  is  in  a  different  language. 

120.  Books  from  the  children's  room  circulated  to  adults  shall  be  subject 
to  the  same  rules  as  if  circulated  to  children. 

121.  Cards  issued  by  one  branch  are  also  good  at  all  other  branches.  A 
borrower  may  hold  books  from  several  branches  at  the  same  time,  pro- 
vided that  not  more  than  four  books  and  one  magazine  (the  regular  allow- 
ance) stand  charged  on  the  card  at  a  given  time.  Each  book  or  magazine, 
however,  must  be  returned  by  the  reader  to  the  branch  from  which  it  was 
originally  borrowed. 

122.  In  most  cases,  all  books,  except  such  as  are  noted  below,  may  be 
retained  on  regular  cards  for  two  weeks  without  being  renewed.  When 
charged  for  any  shorter  period,  the  fact  should  be  stated  to  the  borrower, 
even  though  the  book  is  so  marked. 

123.  A  book  may  be  returned  to  the  library  and  discharged  at  any  time, 
but  no  book  may  be  exchanged  for  another  on  the  same  day  on  which 
it  was  taken  out.  Books  are  not  received  or  discharged  on  days  and  hours 
when  the  branch  is  not  open  for  circulation. 

124.  It  is  allowable  to  transfer  a  book  from  one  card  to  another  at  any 
time,  provided  reserves  do  not  stand  against  it,  but  in  every  case,  the  book  and 
card  on  which  it  is  to  be  charged  must  be  presented. 


18  THE  NEW  YORK   PUBLIC  LIBRARY 

125.  The  person  to  whom  a  card  is  issued  is  in  all  cases  held  responsible 
for  books  drawn  by  means  of  that  card.  If  the  card  is  lost,  a  week  must 
elapse  after  notice  is  given  the  library  of  the  loss,  before  the  card  can 
be  replaced.     (For  lost  special  cards  see  Rule  116.) 

126.  When  a  duplicate  card  is  issued  to  replace  one  lost  is  should  be 
marked  "Dup."  A  note  of  this  issue,  with  date,  should  be  made  on  the 
face  of  the  application  blank. 

127.  Borrowers'  cards  may  be  left  at  the  library  when  not  in  use.  These 
cards  should  be  given  out  only  to  the  owners,  or  members  of  their  families, 
or  upon  presentation  of  their  written  orders. 

128.  On  special  occasions  a  borrower  may  receive  or  return  books  by 
mail  or  express,  at  his  or  her  own  expense. 

129.  The  borrower  shall  present  his  card  with  every  book  returned,  and 
books  shall  not  be  issued  to  a  reader  without  a  card. 

130.  Borrowers  must  always  enter  by  one  side  of  the  desk  and  go  out  by 
the  other,  even  during  the  quiet  hours  of  the  day. 

131.  Books  in  foreign  languages  shall  be  charged  as  other  books,  except 
that  in  the  case  of  fiction  the  abbreviation  for  the  language  in  which  the  book 
is  written  shall  be  placed  after  the  date  on  the  borrower's  card. 

132.  Certain  books,  the  free  circulation  of  which  among  young  people 
is  undesirable,  shall  be  placed  on  closed  shelves  and  given  out  only  to  persons 
qualified  to  read  them.  The  book  card  in  each  case  should  bear  a  distinguish- 
ing mark  so  that  the  book,  when  returned,  will  not  be  placed  on  the  open 
shelves. 

133.  Books  on  reference  shelves  may  be  circulated  occasionally  at  the 
discretion  of  the  branch  librarian.  Volumes  of  encyclopaedias  and  dictionaries 
may  be  given  out  to  responsible  readers  at  9  p.  m.  to  be  returned  at  9  a.  m.  the 
following  day. 

134.  At  the  discretion  of  the  branch  librarian  any  cardholder  of  good 
standing  may  be  allowed  to  draw  not  more  than  eight  books  at  one  time 
to  be  taken  out  of  the  city  for  vacation  reading.  These  may  not  be  taken 
earlier  than  May  15  nor  retained  later  than  October  1.  One-week  books 
and  other  books  for  which  there  is  a  general  demand  may  not  be  lent 
under  this  rule. 

135.  Assistants  are  on  the  same  footing  as  the  public  in  regard  to  the 
borrowing  of  books,  except  that  new  books  may  not  be  reserved  by  them. 

Renewals 

136.  Any  two-week  book  with  the  exception  of  those  marked  "Not 
renewable,"  may  be  renewed  once  for  an  additional  two  weeks. 

137.  Applications  for  renewal  may  be  made  in  person  at  the  branch,  or 
by  postal  or  telephone,  provided  information  is  supplied  as  to  the  author  and 
title  of  the  book,  the  date  on  which  it  was  borrowed,  and  the  number  of 
the  borrower's  card. 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  19 

138.  Applications  for  renewal  must  reach  the  library  within  seven  days 
after  the  expiration  of  the  original  time-limit  for  the  book.  The  book  is 
renewed  from  the  date  of  receipt  of  the  request,  and  fines  are  charged  for  inter- 
vening days. 

139.  The  privilege  of  renewing  a  two-week  book  once  holds  good  even  if 
there  are  reserves  against  it.  A  book  may  not  be  changed  from  "Renew- 
able" to  "Not  renewable"  until  the  holder  has  finished  with  it,  under  the 
rules. 

140.  A  book  may  not  be  renewed  a  second  time.  However,  when  the 
book  has  remained  on  the  shelves  twenty-four  hours,  the  borrower  may 
take  it  out  again  as  if  he  never  had  had  it.  When  extra  copies  of  the  book 
are  on  the  shelf  at  the  time  of  request  for  second  renewal,  the  borrower 
may  retain  his  own  copy  as  a  new  withdrawal. 

141.  In  exceptional  cases,  when  a  reader  wishes  a  second  renewal  on  a 
book  for  which  there  has  been  no  recent  demand,  he  may  be  allowed  this  at  the 
discretion  of  the  branch  librarian,  even  though  there  are  no  extra  copies  of 
the  book  on  the  shelves  at  the  time. 

142.  Books  which  must  be  returned  within  periods  shorter  than  two 
weeks  and  cannot  be  renewed,  are  as  follows : 

(a)  Newly  published  fiction,  and  certain  popular  books  of  non-fiction, 
such  as  plays,  etc.,  are  charged  for  one  week  only,  and  are  not  renewable. 
(Titles  coming  under  this  rule  will  vary  at  different  branches  according 
to  local  demands.) 

(b)  Periodicals.  Current  numbers  and  those  of  the  preceding  month 
may  be  kept  for  three  days  only,  and  are  not  renewable.  A  periodical  is  con- 
sidered current  until  the  end  of  the  month  dated  thereon.  Only  one  current 
periodical  may  be  taken  on  one  card.  Numbers  two  months'  back  or  more  are 
subject  to  the  usual  rule  for  books. 

(c)  Opera  scores  and  librettos.  All  scores  and  librettos  of  operas 
being  produced  during  the  opera  season  are  charged  for  three  days  only, 
and  are  not  renewable.  Out  of  opera  season  scores  and  librettos  may  be 
kept  for  two  weeks,  subject  to  renewal. 

Reserves 

143.  Any  book  in  the  branch  not  on  the  shelves  or  not  otherwise  immedi- 
ately available  for  circulation,  may  be  reserved  for  a  borrower  upon  appli- 
cation at  the  desk. 

144.  There  is  no  limit  to  the  number  of  reserves  that  may  be  taken 
for  a  single  book,  nor  to  the  number  of  reserves  held  by  one  reader. 

145.  The  reader  shall  be  given  the  option  of  a  "call"  reserve  or  a  "postal" 
reserve.  For  the  former  no  charge  is  made,  the  book  being  held  until  9  p.  m. 
of  the  day  following  its  return  to  the  library  without  notification  to  the  reader, 
who  is  expected  to  call  at  the  library  daily. 

146.  Printed  reserve  postals  are  sold  to  readers  at  the  delivery  desk  at 
a  cost  of  two  cents  each,  payable  in  advance.  Reserve  postals  shall  be  mailed 
to  readers  as  soon  as  the  books  reserved  thereon  are  available. 


20  THE   NEW   YORK   PUBLIC   LIBRARY 

147.  Only  one  book  reserve  shall  be  entered  on  a  postal.  If  a  reader 
wishes  postal  reserves  for  more  than  one  book,  he  must  purchase  a  correspond- 
ing number  of  reserve  postals. 

148.  Reserve  postals  should  be  filled  out  in  ink,  preferably  by  the  reader, 
giving  the  reader's  name  and  address,  and  the  author  and  title  of  the  book 
requested. 

149.  Books  shall  be  held  for  readers  until  9  p.  m.*  of  the  day  following 
that  on  which  the  postal  is  mailed.  Postals  mailed  too  late  in  the  afternoon 
for  delivery  on  the  same  day  must  be  dated  the  day  following.  When  postals 
are  mailed  on  Saturday,  or  on  a  day  preceding  a  holiday,  an  extra  24  hours 
shall  be  allowed  on  the  period  of  reserve. 

150.  Books  shall  be  charged  to  the  reader  from  the  day  the  postal  is 
mailed,  with  the  exception  noted  above. 

151.  No  charge  shall  be  made  for  postals  notifying  readers  of  b6oks 
received  for  them  through  the  Interloan.     (See  under  "Interloan.") 

Overdue  Books 

152.  For  books  kept  overtime  a  fine  of  one  cent  a  day  is  incurred,  includ- 
ing Sundays  and  holidays.  If  a  magazine  or  book  charged  for  three  days, 
or  a  book  charged  on  a  special  card,  falls  due  on  Sunday,  no  fine  is  charged 
if  it  is  returned  on  Monday. 

153.  If  the  book  on  which  there  is  a  fine  consists  of  several  volumes,  the 
assessment  shall  be  made  on  the  basis  of  one  volume  only. 

154.  A  postal  card  notice  is  sent  when  a  book  becomes  overdue,  in  accord- 
ance with  the  following  schedule: 

Two-week  book when  overdue  7  days 

One-week  book when  overdue  3  days 

Three-day  book when  overdue  3  days 

Book  on  special  card when  overdue   1   day 

155.  Books  not  returned  within  three  days  after  the  postal  card  notice 
has  been  mailed,  are  sent  for  at  the  borrower's  expense,  and  he  cannot 
then  take  another  book,  either  from  that  branch  or  from  any  other  branch, 
until  the  charges  are  paid.  The  charge  for  sending  a  messenger  is  20  cents 
for  adult  borrowers  and  10  cents  for  children.  The  charge  is  the  same 
whether  the  messenger  is  sent  to  a  borrower's  home  for  one  or  more 
books,  and  irrespective  of  the  number  of  calls  made  by  the  messenger 
for  their  collection.  When  a  messenger  is  sent  to  collect  books  from  two  or 
more  persons  in  the  same  family,  a  separate  charge  shall  be  made  for  each 
person. 

156.  No  book  shall  be  issued  to  a  borrower  owing  fines.  Although  the 
branch  librarian  is  always  justified  in  withholding  library  privileges  from  per- 
sons owing  fines,  she  is  allowed  discretion  in  enforcing  this  rule,  according 
to  the  special  circumstances  in  each  case. 

157.  A  fine  owed  in  one  branch  deprives  the  borrower  of  the  privilege 
of  drawing  books  from  any  other  branch. 

•  Ckntbal  Ciboulation  untU  10  p.  m. 


CIRCULATION   DEPARTMENT   RULES   AND   INSTRUCTIONS  21 

158.  As  each  fine,  or  assessment  for  damage,  is  paid,  the  assistant  who 
receives  it  shall  enter  the  amount  in  the  cash  book. 

Lost  and  Mutilated  Books 

159.  When  a  book  is  reported  lost  no  fine  should  be  charged  from  the 
time  the  report  is  made.  If  the  lost  book  is  overdue,  fines  cease  from  the 
date  of  the  report  of  loss. 

160.  A  reader  who  loses  a  book  is  charged  the  price  of  the  book  plus 
accrued  fines.  The  amount  payable  as  the  price  of  the  book  is  determined 
by  its  actual  cost  to  the  library.  A  borrower  may  buy  a  book  to  replace 
the  one  lost  (unless  in  strong  binding),  but  it  must  be  new  and  of  the  same 
edition  as  the  one  lost.  If  one  volume  of  a  set  is  lost  and  cannot  be 
replaced  separately,  the  loser  must  pay  for  the  set,  and  is  then  entitled 
to  all  of  the  new  set  except  the  volume  used  in  replacement.  If  a  book 
lost  and  paid  for  is  subsequently  found,  the  money  is  refunded,  less  25 
cents. 

161.  A  borrower  who  loses  a  magazine  is  charged  the  published  price 
of  the  magazine  plus  accrued  fines.  If  the  lost  magazine  was  issued  in  a 
holder,  the  borrower  shall  be  required  to  pay  for  this,  also.  A  new  copy  of  a 
lost  magazine  in  good  condition  will  be  accepted  by  the  library  in  lieu  of  cash, 
if  offered  promptly  by  the  borrower. 

162.  If  a  reader  refuses  to  pay  for  a  lost  book  his  card  should  be  with- 
drawn and  the  Central  registration  office  notified. 

163.  When  a  person  who  has  given  a  deposit  in  lieu  of  reference  loses 
a  book  the  librarian  should  collect  from  such  person,  if  possible,  the  value 
of  the  book,  leaving  the  original  deposit  intact.  In  case  of  refusal  to  pay, 
the  money  should  be  taken  from  the  deposit,  but  no  more  books  should 
be  issued  to  the  depositor  until  the  deposit  has  been  brought  up  to  the 
original  amount.  In  case  this  is  not  done  the  balance  may  be  returned 
to  the  depositor  and  his  card  revoked.  This  rule  applies  to  all  other  penalties 
to  which  the  deposit  member  may  be  subject. 

164.  All  books  should  be  examined  closely  enough  to  detect  any  consider- 
able mutilation  or  disfigurement,  on  their  return  from  circulation,  before 
being  issued  again.  Slight  damage  should  be  noted  on  the  book  card  so 
that  the  next  borrower  will  not  be  held  responsible. 

165.  The  last  holder  shall  always  be  held  responsible  for  injuries  to  a 
book  unless  the  damage  was  noted  by  him,  on  taking  out  the  book,  and  reported 
to  an  assistant. 

166.  Damage  done  to  books  is  assessed  by  the  branch  librarian.  Distinc- 
tion should  be  made  between  willful  and  accidental  injuries  in  assessing 
damages.  If  the  book  is  so  damaged  as  to  require  rebinding  the  cost  of  this 
should  be  included.  In  case  of  books  so  damaged  as  to  require  replace- 
ment the  rules  in  force  as  to  lost  books  should  be  observed. 

167.  Loss  or  damage  caused  by  fire  may  be  adjusted  at  the  discretion  of 
the  branch  librarian. 


22  THE  NEW  YORK  PUBLIC  LIBRARY 

INTERLOAN 

168.  Assistants  should  not  fail,  when  asked  for  a  book  that  is  not  in 
the  branch,  to  call  the  reader's  attention  to  the  fact  that  it  may  possibly 
be  obtained  from  some  other  branch.  If  the  reader  desires  to  have  it  sent  for, 
a  note  must  be  made  at  once  by  the  desk  assistant  and  given  afterward 
to  the  assistant  in  charge  of  Interloan  work. 

169.  In  receiving  an  interloan  request  the  assistant  should  obtain  as  full 
information  as  possible  from  the  reader  concerning  the  book  desired,  such 
as,  author  (with  initials),  title,  edition,  publisher,  and  date.  When  these 
are  not  known,  the  subject  of  the  book  may  be  given,  but  the  assistant 
should  ascertain  whether  the  reader  desires  a  book  treating  this  subject 
from  the  practical,  theoretical,  or  historical  side.    (For  example  :  The  term 

,  "Railroads"  used  alone  as  the  subject  of  a  desired  book  on  the  Interloan 
Yequest  card  is  not  sufficient  to  indicate  the  precise  needs  of  the  reader.) 

170.  Interloan  request  cards  must  be  mailed  daily  to  the  Cataloguing 
office.  Requests  for  books  not  in  any  branch  will  be  returned  immediately 
and  the  white  duplicate  slip  with  the  report  of  the  book  from  the  reference 
department  will  follow  in  two  days. 

171.  After  filling  an  interloan  request  the  assistant  should  detach  the 
manila  card  from  the  messenger's  pack  and  place  same  in  the  pocket  of 
the  book.  This  card  is  to  be  signed  as  a  receipt  by  the  assistant  receiving 
the  book,  and  forwarded  at  once  to  the  Cataloguing  office. 

172.  If  the  book  requested  is  out,  "too  popular  to  lend,"  or  otherwise 
unavailable,  this  fact  should  be  noted  on  the  request  card,  which  is  left 
in  the  messenger's  pack  for  consideration  at  the  next  branch.  When  a 
book  is  out  at  all  branches,  a  request  slip  for  its  reservation  will  be  sent 
by  the  Cataloguing  office  to  one  branch,  which  after  taking  the  reserve, 
shall  forward  the  slip  to  the  borrowing  branch  as  a  record  of  the  progress 
of  the  request.  If  the  reserve  cannot  be  taken  the  slip  should  be  returned 
to  the  Cataloguing  office  so  that  a  second  Interloan  request  may  be  made. 

173.  When  a  book  is  received  through  the  Interloan,  the  branch  borrow- 
ing it  shall  send  immediate  notice  to  the  reader,  and  hold  the  book  subject 
to  the  rules  covering  reserves.  No  charge,  however,  shall  be  made  for  reserve 
postals  notifying  readers  of  books  received  through  the  Interloan.  The  book 
is  charged  to  the  reader  on  a  temporary  book  card  provided  for  the  purpose, 
the  original  book  card  being  retained  by  the  branch  to  which  the  book  belongs, 
and  the  circulation  is  counted  at  the  borrowing  branch.  Each  book  is  lent 
for  one  issue  only  with  its  corresponding  renewal,  unless  otherwise  agreed 
between  the  lending  and  borrowing  branches.  Books  borrowed  on  special 
cards  are  recalled  when  demand  requires  it.  When  a  fine  is  due  on  a  book  bor- 
rowed through  the  Interloan,  the  branch  collecting  the  fine  retains  the  money. 

174.  Books  purchased  from  the  "balance  fund"  are  for  general  use  at  all 
branches,  rather  than  for  the  exclusive  use  of  the  branch  to  which  they 
are  assigned,  and  must  be  loaned  through  the  Interloan  when  requested. 


CIRCULATION   DEPARTMENT   RULES   AND  INSTRUCTIONS 


23 


175.  Interloan  assistants  should  pay  particular  attention  to  requests  for 
odd  volumes  or  special  editions  of  books.  Volumes  and  editions  are 
always  plainly  indicated  and  care  should  be  taken  to  see  that  they  are 
accurately  observed. 

176.  One  assistant,  and  in  the  larger  branches  two,  should  be  scheduled 
to  look  up  Interloan  request  cards  promptly  upon  the  arrival  of  the  messenger. 

177.  All  books  sent  through  the  Interloan  must  be  enclosed  in  the  manila 
envelope  provided  for  the  purpose. 


ABBREVIATIONS 

178.  When  convenient,  abbreviations  may  be  used  to  designate  offices 
and  branches,  instead  of  writing  out  the  full  names,  as  on  book  orders,  book 
cards,  notices  for  the  Central  registration  office,  etc.  Abbreviations  must  not 
be  used  on  envelopes  or  packages  sent  through  the  Interloan,  or  on  official 
reports. 

179.  Following  are  the  recognized  abbreviations  for  offices  and 
branches,  which  should  be  learned  by  every  assistant : 


Book  Order  off  ice...  B.O. 
Cataloguing  office .  .  .  Cd. 
Central  Children's  room .  .  .  Ch. 
Central  Circulation .  .  .  Cc. 
Central  Registration  office.  .  .Rg. 
Central  Reserve  collection.  .  .Cn. 
Library  for  the  Blind .  .  .  Lb. 
Travelling  Library  office.  .  .T. 
Aguilar.  .  .A. 
Bloomingdale .  .  .  Bl. 
Bond  Street.  .  .Bd. 
George  Bruce .  .  .  Br. 
Cathedral .  .  .  Ca. 
Chatham  Square .  .  .  C. 
Columbus .  . .  Cs. 
Epiphany.  .  .E. 
58th  Street .  .  .  F. 
Hamilton  Fish  Park.  .  .Hf. 
Hamilton  Grange .  .  .  Hg. 
Harlem  Library .  .  .  HI. 
High  Bridge .  .  .  Hb. 
Hudson  Park.  .  .Hp. 
115th  Street... Hu. 
125th  Street... H. 


135th  Street... Ht. 
Jackson  Square.  . . J. 
Kingsbridge . . .  K. 
Morrisania . .  .Mr. 
Mott  Haven . . .  Mh. 
Muhlenberg. .  .M. 
96th  Street... N.    . 
Ottendorfer. .  .O. 
Port  Richmond .  .  .  Pr. 
Riverside .  . .  R. 
Rivington  Street .  .  .  Rn. 
St.  Agnes . .  .  S. 
St.  Gabriel's  Park. .  .Sp. 
St.  George .  .  .  Sg. 
St.  Raphael .  .  .  Sr. 
Seward  Park . .  .  Se. 
67th  Street . .  .  Ss. 
Stapleton ...  St. 
Tompkins  Square. ,  .Ts. 
Tottenville .  .  .  Tv. 
Tremont .  .  .  Tm. 
Washington  Heights .  .  .  W. 
Webster .  .  .  Wb. 
Yorkville...Y. 


24  THE  NEW  YORK  PUBLIC  LIBRARY 


BOOK  ORDERS 

180.  All  recommendations  for  the  purchase  of  books  must  be  made  on 
form  no.  02,  using  a  separate  slip  for  each  title  unless  six  or  more  of  the  same 
title  are  asked  for  at  once,  in  which  case  the  number  desired  should  be  speci- 
fied as  an  exponent  to  the  branch  initial.  Recommendations  may  be  sent  in 
at  any  time.  Slips  must  be  folded  so  that  the  no.  1  slip  is  uppermost.  When 
the  book  is  needed  at  the  earliest  possible  moment  the  red  slip  should  be  used. 

181.  Order  slips  shall  be  sent  directly  to  the  Book  order  office,  except 
for  juvenile  books,  which  shall  be  sent  directly  to  the  Supervisor  of  children's 
rooms,  and  for  books  desired  for  the  work  with  schools,  which  shall  be  sent 
to  the  Supervisor  of  work  with  schools. 

182.  In  sending  in  recommendations  for  duplicate  books  and  replace- 
ments the  class  numbers  of  the  books  should  be  placed  on  the  lower  left  hand 
corner  of  the  order  slips. 

183.  All  slips  for  a  new  title  should  be  checked  as  "new"  until  the  first 
copy  of  the  book  has  been  received  at  the  branch.  Book  orders  should  not  be 
marked  "new"  that  are  new  in  only  one  department  (i.  e.,  adult  or  juvenile), 

184.  When  books  are  passed  for  examination  at  the  regular  meetings  of 
branch  librarians  a  slip  bearing  the  branch  initials  is  affixed  to  each 
book.  Each  librarian  should  sign  her  name  after  the  branch  initial  when 
the  book  is  wanted,  and  cross  off  the  branch  initial  without  signing  when  it 
is  not  wanted,  or  when  it  has  been  previously  requested  and  a  duplicate  is  not 
desired.  This  choice  is  to  be  indicated  on  the  pass  slips  on  both  adult  and 
juvenile  titles  at  the  time  the  books  are  passed,  and  not  by  separate  order  slips 
sent  in  after  the  meeting. 

185.  A  regular  no.  1  and  no.  2  slip  properly  filled  out  must  accompany 
each  imperfect  book  returned  to  the  Book  order  office. 

186.  Orders  for  replacement  of  worn  out  books  should  be  sent  in  at  least 
once  a  month  to  insure  a  proper  apportionment  of  the  fund  set  aside  for  this 
purpose.  Such  orders  should  not  be  written  on  red  slips  unless  they  are  to  be 
charged  to  the  current  branch  fund  and  ordered  immediately. 

187.  In  ordering  a  last  copy  replaced,  the  order  slip  should  be  marked 
"last  copy"  over  the  author's  name. 

188.  Books  sent  to  the  branches  are  invoiced  in  triplicate,  each  invoice 
sheet  bearing  its  own  serial  number.  The  serial  book  number  and  brief 
title  are  written  on  the  invoice.  The  original  and  duplicate  invoices  are 
sent  with  the  books  to  the  branches,  the  triplicate  being  retained  by  the  Book 
order  office  on  file  until  the  duplicate  is  returned.  The  duplicate  invoice 
must  be  signed  and  forwarded  to  the  Book  order  office  not  later  than  the 
day  following  the  receipt  of  the  books.  The  original  invoice  bears  an 
additional  column  in  which  the  branch  assistant  shall  place  the  accession 
number  of  the  book  when  it  is  accessioned.  This  invoice  must  be  returned 
to  the  Finance  office  {not  to  the  Book  order  office)  within  a  week  after  the 
books  are  received. 

189.  All  packages,  valises,  and  trunks  sent  to  a  branch  by  regular  messen- 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  25 

ger  must  be  receipted  for  on  the  messenger's  delivery  sheet  at  the  time  of 
delivery.  Trunks  and  valises  should  be  returned  by  messenger  on  the  day 
following  their  delivery. 

190.  A  record  of  each  gift,  stating  number  of  volumes  and  pamphlets 
received,  with  name  and  address  of  donor,  shall  be  entered  on  a  catalogue 
card  and  sent  with  the  books  to  the  Book  order  office.  If  the  book  is 
wanted  at  the  branch,  the  word  "gift"  together  with  branch  initial  should 
be  written  in  right  hand  corner  of  the  fly  leaf.  The  card  is  forwarded  to  the 
office  of  the  Chief  from  which  office  all  acknowledgments  are  made. 


MAGAZINES  AND  NEWSPAPERS 

191.  All  magazines  and  newspapers,  including  those  taken  by  subscrip- 
tion and  received  as  gifts,  must  be  approved  by  the  Chief  of  the  department  for 
use  in  the  branches. 

192.  Each  branch  shall  keep  a  list  of  its  periodicals,  including  news- 
papers, on  cards  provided  for  the  purpose,  checking  off  each  issue  as  it  arrives. 
Failure  to  receive  current  issues  should  be  reported  promptly  to  the  Supply 
office. 

193.  Branch  librarians  shall  submit  to  the  Chief  of  the  department  by 
October  15  a  complete  list  of  magazines  (indicating  the  number  of  copies  of 
each  title)  desired  for  the  following  year. 

194.  Where  it  is  desirable  to  circulate  current  issues  as  well  as  to  retain 
them  in  the  reading-room  duplicates  should  be  requested,  but  back  numbers 
of  single  files  may  be  circulated  on  demand,  even  where  the  current  issue 
is  on  file  in  the  reading-room. 

195.  All  unbound  magazines  not  needed  at  the  branch  shall  be  sent  in 
monthly  to  the  Book  order  office.  Requests  for  missing  numbers  desired 
to  complete  volumes  for  binding  must  be  made  each  month,  not  annually. 

196.  All  magazines  to  be  bound  should  be  sent  to  Book  order  office  as 
soon  as  possible  after  the  completion  of  the  volume.  Only  magazines  specified 
on  the  approved  binding  list  may  be  bound.  Instructions  in  regard  to  preparing 
them  for  binding  appear  on  this  list  and  should  be  carefully  followed.  The 
word  "bind"  should  be  placed  on  the  first  page  of  reading  matter  of  each 
volume  and  on  the  outside  of  the  package. 

197.  Care  should  be  taken  that  title-pages  and  indexes  are  included  with 
magazines  sent  to  be  bound.  If  they  do  not  come  with  the  last  number 
of  the  magazine,  this  fact  should  be  reported  at  once  to  the  publisher, 
as  in  many  cases  title-pages  and  indexes  for  back  volumes  cannot  after- 
wards be  supplied. 

198.  Newspapers  are  ordered  for  each  branch  by  the  librarian  from  a 
local  newsdealer,  but  all  changes  in  the  list  must  be  submitted  for  approval 
by  the  Chief  of  the  department.  Back  numbers  of  each  paper  shall  be  kept 
on  file  for  one  week,  and  issues  of  one  New  York  paper,  selected  by  the 
librarian  with  the  approval  of  the  Chief,  shall  be  kept  on  file  at  each  branch 
for  one  year  back. 


26  THE  NEW  YORK  PUBLIC  LIBRARY 

199.  A  card  catalogue  of  newspapers  received  at  all  branches  by  sub- 
scription and  as  gifts  is  kept  in  the  office  of  the  Chief  of  the  department. 
Assistants  receiving  inquiries  from  readers  for  papers  not  taken  at  their  own 
branches,  should  telephone  to  the  office  of  the  Chief  for  information  regarding 
the  files  at  other  branches. 


BINDING,  DISCARDING,  AND  MENDING 

200.  All  matters  relating  to  binding,  discarding,  and  mending  shall  be 
in  charge  of  the  Supervisor  of  binding. 

201.  Special  instructions  are  sent  to  branch  librarians  from  time  to  time, 
but  in  general  the  following  rules  shall  apply : 

BINDING 

202.  One  assistant  at  each  branch  should  be  given  general  oversight 
of  binding,  under  the  direction  of  the  branch  librarian  and  Supervisor. 

203.  Books  to  be  bound  shall  be  sorted  at  the  branches  for  final  inspec- 
tion by  the  Supervisor,  as  follows:  (a)  books  8  inches  high;  (b)  books  over 
8  inches;  (c)  books  under  8  inches;  (d)  imperfect  and  damaged  books, 
binders'  errors,  etc. 

204.  Books  costing  $1.25  or  more  shall  be  collated  before  binding. 
Missing  pages,  mutilations,  and  other  imperfections  should  be  noted  on  the  fly 
leaf,  and  the  book  laid  aside  for  inspection  by  the  Supervisor. 

205.  With  each  volume  sent  to  the  binder  a  "binder's  slip"  shall  be 
enclosed,  giving  directions  as  to  lettering,  title,  etc.  Unnecessary  words,  and 
where  possible,  articles  should  be  omitted  from  titles.  If  volumes  are  to  be 
bound  to  match  a  set,  a  sample  of  the  set  with  necessary  directions,  should  be 
sent  with  them  to  the  binder. 

206.  Binders  receive  instructions  from  the  Supervisor  to  letter  backs 
of  books  in  the  following  order:  (a)  library  seal;  (b)  author's  name; 
(c)  title;  (d)  volume  number;  (e)  call  number.  The  call  number  is  to  be 
placed  so  that  the  top  of  the  main  line  shall  be  2^  inches  from  the  bottom  of 
the  book. 

207.  Boxes  containing  books  for  shipment  to  binders  should  not  weigh 
over  125  lbs.  packed. 

208.  When  books  are  returned  from  the  binder  they  should  be  checked 
with  the  book  cards  in  the  "Bindery"  file,  and  with  the  binder's  bill.  Each 
volume  should  be  compared  with  the  binder's  slip  to  see  that  directions  have 
been  properly  carried  out.  Mistakes  in  lettering,  missing  books,  and  other 
irregularities,  should  be  noted  on  the  bill. 

209.  After  checking,  bills  should  be  countersigned  by  branch  librarians, 
and  forwarded  promptly  to  the  Supervisor. 

210.  All  books,  whether  new  in  publishers'  covers,  or  rebound,  shall  be 
"opened"  before  being  placed  in  circulation.  Books  awaiting  shelving  should 
not  be  laid  on  their  side  edges. 


CIRCULATION   DEPARTMENT   RULES   AND  INSTRUCTIONS  27 

211.  Books  for  binding  and  discard  should  be  properly  sorted  and  con- 
veniently arranged  on  shelves  at  the  branches  ready  for  inspection  at  any  time. 
It  is  not  always  possible  for  the  Supervisor  to  make  appointments  in  advance 
with  branch  librarians,  and  much  time  is  lost  if  books  are  not  ready  for  imme- 
diate inspection. 

212.  A  report  on  binding  shall  be  rendered  by  the  branch  librarians 
to  the  Supervisor  on  the  first  day  of  each  month,  on  the  printed  form  provided 
for  the  purpose.  This  report  should  indicate  not  only  the  number  of  vol- 
umes for  inspection,  etc.,  but  also  books  already  inspected  and  not  yet 
shipped  to  the  binder  from  the  branch. 

213.  A  record  is  required  of  the  number  of  issues  of  every  volume 
before  binding,  the  original  cost  of  the  book,  source,  whether  in  reinforced 
or  "strong"  binding,  and,  if  rebound,  the  name  of  the  binder.  This  record 
should  be  kept  on  every  book  card,  and  transferred  to  new  cards  when  old  ones 
are  filled. 

DISCARDING 

214.  During  the  months  of  May,  June,  and  July,  the  Supervisor  will 
inspect  the  shelves  for  the  removal  of  books  for  discard  at  branches  where 
this  is  necessary.     Reference  collections  will  be  inspected  at  the  same  time. 

215.  At  other  times  branch  librarians  should  not  remove  books  from 
the  shelves  for  discard  in  greater  number  than  twenty-five.  If  it  seems 
necessary  to  withdraw  a  larger  number  of  volumes  from  circulation,  the  branch 
librarian  should  notify  the  Supervisor,  who  will  inspect  the  shelves. 


MENDING 

216.  Elaborate  mending  of  books  should  not  be  undertaken  at  the 
branches.  With  very  few  exceptions  the  only  kinds  of  mending  done  should 
be  as  follows  :  (a)  inserting  occasional  loose  pages;  (b)  mending  torn  pages, 
replacing  corners,  mending  maps,  etc.;  (c)  adding  fresh  fly  leaves;  (d)  cov- 
ering;   (e)  putting  on  new  sides. 

217.  Where  possible,  one  assistant  should  be  placed  in  charge  of  mend- 
ing at  each  branch.  She  should  sort  books  for  mending  each  day,  and  inspect 
mended  books  before  they  are  replaced  on  shelves  for  circulation. 

218.  Mending  should  be  done  daily,  and,  when  practicable,  assistants 
scheduled  to  work  for  a  continuous  time  without  interruption. 

219.  Joint  mending  should  be  undertaken  only  to  a  limited  extent. 
Occasionally  the  double  joint  may  be  used  to  prolong  the  life  of  a  book  that 
is  not  to  be  replaced,  but  ordinarily,  books  broken  at  the  front  or  back  should 
be  bound,  not  mended,  if  the  editions  and  general  condition  warrant  the 
expense. 

220.  The  awl  should  not  be  used  in  mending  books  that  are  to  be 
rebound,  but  only  for  the  repair  of  books  that  are  needed  to  fill  a  demand 
and  are  soon  to  be  discarded. 


28  THE   NEW  YORK   PUBLIC  LIBRARY 

CATALOGUING  OFFICE 

ACCESSIONING 

221.  The  necessary  entries  in  the  accession  book  are  author,  title,  place 
and  publisher,  year,  cost,  class,  volume  and  book  number,  and  serial 
number. 

222.  When  a  book  is  lost  or  withdrawn,  a  note  shall  be  made  in  the 
remark  column  of  the  accession  book. 

223.  Every  book  and  pamphlet  that  comes  to  a  branch  with  a  book  num- 
ber, has  been  entered  for  that  branch  in  the  union  catalogue.  If,  for  any 
reason,  the  branch  does  not  keep  the  book,  or  does  not  wish  to  accession  it, 
this  fact  must  be  reported  without  delay  to  the  Cataloguing  office. 

SHELF  LISTING 

224.  The  entries  on  the  shelf  list  shall  include  author's  name  with  sub- 
ject fullness,  short  title,  edition,  number  of  volumes  and,  except  in  case  of 
fiction,  date  of  publication. 

225.  In  entering  reports  and  proceedings  of  societies,  the  dates  should 
always  be  given. 

226.  Shelf  list  cards  shall  never  be  removed  from  the  shelf  list  case 
except  to  enter  or  cancel  the  accession  numbers,  and  shall  be  immediately 
refiled. 

227.  When  the  last  copy  of  a  book  has  been  withdrawn,  the  card  shall  not 
be  removed  from  the  case,  but  filed  in  a  separate  drawer. 


PRINTED  CARDS 

228.  A  full  set  of  printed  cards  (except  title  cards)  is  supplied  by  the 
Cataloguing  office  for  each  new  book.  When  extra  cards  are  required  they 
are  supplied  through  the  same  office,  and  must  not  be  added  by  branches. 
Variations  in  assigned  subject  headings,  and  all  other  changes  desired  by 
branches,  must  be  submitted  for  approval  to  the  Cataloguing  office. 

229.  Cards  for  children's  books  are  distinguished  by  a  "j"  before  the 
class  number.  These  cards  must  not  be  filed  in  adult  catalogues.  Duplicate 
sets,  not  including  analytics  or  subject  headings  for  fiction,  may  be  obtained 
from  the  Cataloguing  office  for  filing  in  adult  catalogues. 

230.  All  books  for  which  printed  cards  are  to  be  supplied  will  be  marked 
"C"  in  the  lower  left-hand  margin  of  the  title-page.  If  cards  are  not  to  be 
supplied,  the  reason  will  be  given  on  the  back  of  the  title-page;  e.  g.,  "Con- 
tinuation," "Added  entry,"  etc.  New  titles  which  reach  the  branch  without 
either  mark  should  be  reported  to  the  Cataloguing  office. 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  29 


WITHDRAWN    BOOKS 

231.  Under  the  direction  of  the  Supervisor  of  binding  all  books  to  be 
withdrawn  from  branches  shall  be  stamped  across  the  pockets  "Withdrawn 
from  branch,"  and  "Duplicate"  or  "Last  copy."  These  shall  then  be  shipped 
to  the  central  building  for  further  disposal  as  additions  to  the  central  reserve 
and  reference  collections,  as  discards  for  use  by  the  Travelling  Library  Office, 
or  as  waste  paper.  With  each  shipment  an  invoice  bearing  the  name  of  the 
branch,  date,  and  total  number  of  books  shall  be  sent  in  a  special  manila 
envelope  addressed  to  the  Book  order  office  and  attached  to  one  of  the  trunks 
or  valises  included  in  the  shipment,  so  that  the  books  received  may  be  properly 
checked  and  recorded.  The  remaining  valises  or  trunks  included  in  the  ship- 
ment must  bear  tags  addressed  to  the  Book  order  office  and  indicating  the 
branch  from  which  they  are  sent. 

232.  Titles  of  last  copies  worn  out!  at  branches  and  not  recommended 
for  replacement,  shall  be  listed  by  the  branch  librarian  and  sent  to  the  Chief 
of  the  department  for  approval. 

233.  Mutilated  and  imperfect  books  and  odd  volumes  of  sets  withdrawn 
from  branches  shall  be  so  marked  on  the  fly  leaves.  When  shipped  to  the 
central  building  they  shall  be  wrapped  in  separate  packages  tagged  as 
"Imperfect  discards." 

234.  No  books  withdrawn  from  branch  collections  for  any  reason  shall 
be  disposed  of  except  in  the  manner  prescribed  above,  excluding  books 
destroyed  on  account  of  contagion.  Magazines  and  newspapers  not  needed 
at  branches  shall  be  sent  to  the  Book  order  office  in  monthly  shipments  for 
disposal. 

CENTRAL  RESERVE  COLLECTION 

235.  Books  that  have  not  circulated  for  a  period  of  such  duration  as 
would  indicate  slight  demand,  may,  with  the  approval  of  the  Chief  of  the 
department,  be  sent  from  branches  to  the  central  reserve  collection. 

236.  Books  intended  for  this  collection  shall  be  stamped  and  included 
in  the  regular  shipments  of  books  withdrawn  from  the  branch,  in  accordance 
with  directions  given  under  the  section  "Withdrawn  books." 

237.  If  a  work  in  more  than  one  volume  is  withdrawn  from  a  branch 
for  the  central  reserve  collection,  the  complete  set  shall  be  sent.  Volumes 
making  up  each  set  shall  be  securely  tied  together. 

238.  Books  transferred  from  the  central  reserve  collection  to  a 
branch  are  sent  as  indefinite  loans  and  shall  not  be  re-accessioned  by  the 
branch  receiving  them. 

239.  When  books  lent  from  central  reserve  collection  to  the 
branches  are  worn  out  or  lost  in  circulation,  the  book  cards  shall  be 
returned  to  the  Cataloguing  office  with  an  explanatory  note. 

240.  When  a  book  lent  from  the  central  reserve  collection  to  a 
branch  is  lost  and  paid  for,  the  money  collected  shall  be  sent  to  the  Cata- 
loguing office  with  the  book  card  and  explanatory  note. 


30  THE   NEW   YORK   PUBLIC   LIBRARY 


INVENTORY 

241.  The  inventory  of  books  in  adult  collections  shall  be  taken  at  all 
branches  during  the  month  of  April. 

242.  The  inventory  of  books  in  children's  rooms  shall  be  taken  at  all 
branches  during  the  month  of  May. 

243.  A  preliminary  report  of  losses  shall  be  made  on  June  1,  adult  losses 
being  reported  to  the  Chief  of  the  department,  and  juvenile  losses  to  the 
Supervisor  of  children's  rooms.  Final  reports  of  losses  in  each  division  shall 
be  rendered  on  December  31. 


STATISTICS 
244.     The  following  statistics  shall  be  kept  at  each  branch : 

I.  In  the  statistics  book: 

(a)  Classified  circulation  for  each  day. 

The  total  circulation  in  each  class  is  tabulated,  includ- 
ing books  in  all  languages,  and  the  total  (unclassi- 
fied)   in  each  foreign  language. 

(b)  Number  of  new  cardholders  added  daily,  with  running 

total  showing  entire  number  to  date. 

II.  In  the  juvenile  statistics  book: 

(a)  Classified  circulation  for  each  day. 

(b)  Members  transferred  to  other  branches. 

III.  In  the  registration  book : 

Name  and  address  of  each  cardholder,  in  order  of  card 
issue,  with  name  and  address  of  reference,  if 
required. 

IV.  In  the  reading-room  book: 

Number  of  readers  daily. 

V.  On  the  monthly  report  blanks: 

(a)  On  headquarters'  report,  data  as  indicated  thereon. 

(b)  On   report   to    Supervisor   of   children's   rooms,    data   as 

indicated  thereon. 

(c)  On  report  to  Supervisor  of  school  work,  data  as  indi- 

cated thereon. 

(d)  On  report  to  Supervisor  of  binding,   data  as  indicated 

thereon. 

(e)  On  report  of  illness  —  (see  Rule  47). 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  31 

245.  Monthly  reports  must  be  in  the  hands  of  the  statistical  clerk  before 
noon  of  the  first  day  of  the  month,  or  on  the  second,  when  the  first  is 
Sunday  or  a  holiday.  They  should  be  made  out  by  the  first  assistant  and 
examined  and  certified  to  by  the  branch  librarian. 

246.  A  special  record  by  classes  of  books  loaned  under  the  vacation 
reading  rule  shall  be  kept  at  each  branch,  and  forwarded  to  the  statistical 
clerk  during  October.    Only  the  total  of  each  class  is  required. 

247.  The  statistical  report  of  the  children's  room  should  include  all 
books  circulated  from  that  room,  whether  classified  as  juvenile  or  adult.  A 
separate  record  of  the  adult  fiction  circulated  from  the  children's  room  shall 
be  kept  and  entered  in  red  ink  above  the  fiction  total  on  the  report  card  of 
the  children's  room, 

248.  Books  in  foreign  languages  circulated  from  the  children's  room 
shall  be  reported  under  the  classes  to  which  they  belong  and  the  total  number 
shall  appear  in  red  ink  in  the  "foreign"  column. 

249.  On  July  1  of  each  year  shall  be  reported  the  number  of  volumes 
issued  during  the  previous  calendar  year  and  not  recovered  from  circulation. 
On  December  31  the  books  thus  reported  and  still  missing  shall  be  per- 
manently deducted  from  the  volume  record  of  the  branch  as  "Books  missing 
in  circulation." 


SUPPLIES  AND  FURNITURE 

250.  All  supplies,  except  those  paid  for  from  the  small  expense  account, 
shall  be  requested  through  the  Supply  office,  using  the  requisition  blank 
form.  Supply  requisitions  must  be  sent  in  on  the  first  of  each  month.  A 
duplicate  should  be  retained  at  the  branch,  and  when  the  goods  are  received, 
the  separate  items  should  be  entered  in  the  proper  column,  with  the  date 
of  receipt.  If  goods  are  not  received  within  a  reasonable  period  the  Supply 
office  should  be  notified.  As  a  rule,  all  supplies  are  sent  out  from  the  stock 
at  the  central  building,  accompanied  by  an  itemized  invoice.  Certain  items 
such  as  furniture,  janitors'  supplies,  etc.,  are  sent  directly  to  the  branch  from 
the  dealers,  with  bill. 

251.  On  receipt  of  goods  the  assistant  receiving  them  should  sign  the 
invoice  or  bill,  but  the  branch  librarian  should  examine  all  invoices  and 
bills  before  sending  them  in,  making  sure  that  the  items  are  correct.  A  written 
order  must  be  obtained  from  the  Supply  office  for  clock  repairs  and  similar 
work. 

252.  A  special  requisition  for  furniture  is  required. 

253.  Requisitions  for  coal  and  wood  should  not  be  sent  on  the  supply 
requisition,  but  should  be  made  on  a  separate  form  to  avoid  delay. 

254.  Bills  for  goods  received  must  be  forwarded  promptly  to  the  Supply 
office;   if  held  for  any  reason,  the  office  should  be  notified. 

255.  Rubber  stamps  for  public  and  official  use  must  be  in  the  form  and 
style  approved  for  such  purpose.  Sample  impressions  of  these  stamps  are  to 
be  seen  at  each  branch. 


32  THE  NEW  YORK  PUBLIC  LIBRARY 

256.  An  inventory  of  all  supplies  in  stock  at  each  branch  shall  be  taken 
on  January  1  and  July  1  of  each  year,  and  reported  to  the  Finance  office  on 
the  printed  forms  provided  for  the  purpose.  An  equipment  inventory  shall 
also  be  taken  from  time  to  time  in  accordance  with  special  directions  issued 
by  the  Chief  of  the  department. 


FINANCE 

REPORTS 

257.     The  following  reports  shall  be  sent  regularly  to  the  Finance  office 
from  every  branch,  as  indicated : 

Monthly 

Small  expense  requisitions  (on  the  15th). 

Salary  requisitions  (before  the  15th). 

Report  of  deposits  in  lieu  of  reference  (on  the   1st). 

Cash  with  statement  or  report  of 

(a)  Fines  "       "       " 

(b)  Reserve  Postals  "       "       " 

(c)  Sale  of  catalogues,  Lists,  etc.       "       "       " 

(d)  Private  telephone  tolls  "       "       " 
Quarterly 

Cash,  with  statement  of 

Books  lost  and  paid  for  (1st  of  January,  April,  July,  and 
October.) 
Semi-annually 

Cash,  with  statement  of 

Deposits  in  lieu  of  reference  (January  1,  July  1.) 


SMALL  EXPENSE  ACCOUNTS 

258.  Requisitions  for  "small  expense  money"  shall  be  made  in  the  name 
of  the  branch  librarian,  or  her  representative.  Each  requisition  shall  account 
for  the  petty  cash  spent  since  the  last  requisition  and  request  its  replacement. 

259.  There  should  be  a  balance  of  one-third  of  the  original  amount  at 
the  time  of  making  requisition,  to  supply  the  needs  of  the  branch  until 
the  check  is  received. 

260.  The  requisition  must  be  accompanied  by  receipts  or  vouchers  when 
possible.  These  must  be  numbered  in  red  ink  on  the  lower  left-hand 
corner,  to  correspond  with  the  line  numbers  on  the  sheet.  When  a 
bill  is  itemized,  only  the  total  shall  be  entered  on  the  sheet. 

261.  The  small  expense  money  shall  be  used  only  for  small  items,  in 
emergencies,  or  for  purchases  where  cash  payment  is  absolutely  neces- 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  33 

sary.     A  complete  list  of  items  which  may  be  purchased   from  the  small 
expense  account  is  on  file  at  each  branch, 

262.  The  monthly  requisition  shall  include  the  transactions  of  the  15th 
day  and  shall  be  sent  in  the  same  day,  except  during  June,  July,  August,  and 
September,  when  the  account  shall  be  closed  on  the  12th  day. 


DEPOSITS 

263.  Cash  deposits  in  lieu  of  reference  shall  be  kept  at  the  branches  for 
eighteen  months  from  the  first  of  January  and  July  following  the  date  of  the 
deposit  and  then,  if  not  previously  refunded,  turned  over  to  the  Finance 
office,  together  with  a  list  of  the  names  of  depositors  and  the  dates  of  deposit. 

264.  Whenever  it  becomes  necessary  to  refund  an  amount  already  turned 
in  to  the  Finance  office,  this  should  be  done  from  the  cash  balance  on  hand, 
and  an  application  made  at  once  to  the  Finance  office  for  reimbursement, 
giving  a  receipt,  which  shows  the  depositor's  name,  date  of  deposit,  and  date 
of  refund.  The  depositor's  name  is  then  stricken  from  the  record  at  the 
office. 

265.  A  monthly  report  shall  be  rendered  to  the  Finance  office  by  each 
branch,  showing  the  receipts  and  refunds  at  the  branch,  and  the  amounts 
sent  to,  and  reimbursed  by,  the  Finance  office. 

266.  Deposits  should  not  be  sent  to  the  Finance  office  in  the  same 
envelope  with  the  fines,  but  in  a  separate  sealed  envelope,  properly  marked. 

CASH  BOOK  » 

267.  A  book  recording  receipts  of  cash  for  fines  and  penalties,  reserve 
postals,  lost  books,  sale  of  catalogues,  etc.,  shall  be  kept  at  the  charging 
desk,  and  a  separate  entry  made  under  the  proper  heading  at  the  time  each 
amount  is  received. 

268.  Some  one  person  must  always  be  in  charge  of  the  cash  and  re- 
sponsible for  it.  At  the  close  of  each  day  the  amounts  as  entered  under  the 
various  headings  shall  be  added  up  and  compared  with  the  money  in  the  cash 
drawer. 


TELEPHONE 

269.  After  every  private  call  the  person  making  use  of  the  telephone 
shall  give  to  the  branch  librarian  a  record  slip  and  the  money  for  the  call. 
Local  calls  are  computed  at  four  cents  each,  and  long  distance  calls,  in 
accordance  with  the  schedule  issued  by  the  Finance  office. 

270.  The  money  for  all  private  calls  shall  be  turned  in  to  the  Finance 
office  monthly. 


34  THE  NEW  YORK  PUBLIC  LIBRARY 

271.  Individual  record  slips  for  long  distance  calls,  both  business  and 
private,  shall  be  sent  to  the  Finance  office  monthly. 

272.  Use  of  the  telephone  on  private  business  is  forbidden,  except  with 
permission  of  the  branch  librarian. 

273.  Outsiders  are  not  allowed  to  use  library  telephones  except  by  special 
permission  from  headquarters. 


WORK  WITH  CHILDREN 

274.  Special  instructions  affecting  the  work  of  children's  rooms  and 
supplementary  to  the  regulations  herein  contained  are  issued  in  separate  form 
by  the  Supervisor. 

275.  A  written  report  of  the  work  in  the  children's  room  or  section 
at  each  branch  shall  be  rendered  monthly  to  the  Supervisor  by  the  children's 
librarian  or  assistant  in  charge.     (See  also  under  "Statistics.") 


WORK  WITH  SCHOOLS 

276.  Special  instructions  for  branch  librarians  affecting  the  work 
with  schools  and  supplementary  to  the  regulations  herein  contained  are 
issued  in  separate  form  and  through  the  "Staff  News"  from  time  to  time 
by  the  Supervisor. 

277.  A  written  report  of  the  work  with  schools  at  each  branch  shall 
be  rendered  monthly  to  the  Supervisor  by  the  branch  librarian.  (See  also 
under  "Statistics.") 

i 

MESSENGER  SERVICE 

278.  The  library  express  shall  be  used  as  much  as  possible  for  the 
delivery  of  correspondence,  etc.,  between  branches  and  the  central  offices. 
Letters  or  reports  of  immediate  importance  should  be  mailed. 

279.  The  full  names  of  branches  and  offices,  not  abbreviations,  shall 
be  written  on  all  letters  and  packages  sent  by  library  messenger. 

280.  The  name  of  the  sending  branch  or  office  shall  be  placed  on  all 
packages  sent  through  the  messenger  service,  and  receipt  tags  shall  be 
attached  to  valuable  packages. 

28L  Books  sent  through  the  messenger  service  for  the  central 
reserve  collection  or  the  reference  department,  should  be  addressed  to  the 
Book  order  office,  room  100.  All  gifts  should  also  be  sent  to  the  Book 
order  office,  as  stated  elsewhere. 

282.  The  names  of  branches  on  manila  envelopes  used  in  sending 
books  through  the  Interloan  should  be  placed  in  column  from  top  to  bottom, 
so  that  as  many  as  possible  may  be  written  without  erasure.  Interloan  assist- 
ants should  see  that  all  old  addresses  are  crossed  out  before  adding  a  new 
one. 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS 


35 


order 


283.     Branches  will  be  visited  daily  by  the  messengers  in  the  following 


DOWNTOWN  ROUTE 

St.  Gabriel's  Park 

Epiphany 

Ottendorfer 

Tompkins  Square 

Hamilton  Fish  Park 

Seward  Park 

Chatham  Square 

Rivington  Street 

Bond  Street 

Hudson  Park 

Jackson  Square 

Muhlenberg 

Bruce 

St.  Raphael 

Columbus 

Riverside 

St.  Agnes 

Cathedral 

58th  Street 

67th  Street 


UPTOWN  ROUTE 

Webster 
Yorkville 
96th  Street 
Aguilar 
125th  Street 
Mott  Haven 
Morrisania 
Tremont 
Kingsbridge 
High  Bridge 
Washington  Heights 
Hamilton  Grange 
135th  Street 
Harlem  Library 
115th  Street 
Bloomingdale 


WALL  CASE  EXHIBITS 

284.  The  exhibits  are  for  use  in  wall  cases  only,  and  must  be  kept  intact 
for  this  purpose. 

285.  Exhibits  should  be  exchanged  every  month  or  two  by  arrangement 
with  the  Central  office. 

286.  Plates  must  not  be  perforated  with  thumb  tacks,  or  cut  or  trimmed 
in  any  manner. 

287.  Plates  not  required  for  an  exhibit  should  be  kept  in  the  portfolio. 

288.  All  plates  in  the  old  exhibit  must  be  returned  at  the  same  time, 
immediately  upon  the  receipt  of  a  new  one. 

289.  Portfolios  should  be  securely  wrapped  in  heavy  paper  when  re- 
turned to  the  Central  office  or  forwarded  to  some  other  branch. 

290.  A  notice  should  be  posted  on  the  public  bulletin  board  calling 
attention  to  the  exhibit. 

291.  These  rules  do  not  apply  to  the  exhibits  in  the  wing  frames,  which 
are  in  charge  of  the  Print  division. 


ACCIDENTS,  FIRE,  AND  OTHER  EMERGENCIES 

292.     In  case  of  an  accident  at  a  branch  a  written  report  shall  be  sent  at 
once  by  the  librarian  to  the  Chief  of  the  department,  including  the  name  and 


36  THE  NEW  YORK  PUBLIC  LIBRARY 

address  of  the  person  injured,  the  date  and  hour  of  the  occurrence,  the 
names  of  witnesses,  and  other  details. 

293.  If  a  reader  is  taken  ill  at  a  branch  and  requires  immediate  medi- 
cal attention,  an  ambulance  call  should  be  sent  to  Police  Headquarters 
(Borough  of  Manhattan  telephone,  Spring  3100;  Borough  of  The  Bronx 
telephone,  Tremont  1300). 

294.  Emergency  accident  outfits  are  supplied  each  branch.  Articles 
consumed  should  be  promptly  replaced.  They  may  be  paid  for  from  the 
small  expense  fund. 

295.  Special  instructions  for  action  in  case  of  fire  issued  in  separate 
form  must  be  conspicuously  posted  at  each  branch. 

296.  Special  instructions  are  given  branch  librarians  concerning  the 
proper  action  to  be  taken  in  cases  of  disorderly  conduct  on  the  part  of  readers, 
attempted  theft  of  books,  etc. 

CONTAGIOUS  DISEASE 

297.  The  list  received  daily  from  the  Board  of  health  of  names  and 
addresses  of  persons  suffering  from  contagious  disease  must  be  compared 
at  once  w^ith  the  branch  register.  If  the  name  of  a  borrower  appears  on 
the  list  and  the  borrower's  card  is  not  on  file,  the  special  printed  notice 
with  return  postal  card  must  be  sent  without  delay. 

298.  Books  returned  to  the  library  from  infected  premises  shall  be 
placed  in  the  receptacle  supplied  by  the  Board  of  health  and  held  until  called 
for  by  the  Board  of  health  messenger.  If  this  call  is  delayed  more  than 
two  or  three  days,  the  main  office  of  the  Board  of  health  shall  be  notified 
by  telephone. 

299.  On  notification  from  the  branch  the  Board  of  health  will  send  to 
homes  where  cases  of  scarlet  fever  or  diphtheria  are  known  to  exist  and 
remove  books  from  the  infected  premises.  The  special  return  postal  card 
used  in  this  connection,  and  addressed  to  the  Sanitary  superintendent, 
must  be  filled  out  as  far  as  possible  at  the  branch,  i.  e.,  name,  address,  and 
titles  of  books  should  be  supplied.  In  addition  the  return  card  should 
always  have  the  branch  address  added. 

PUBLIC  LECTURES:    USE  OF  ASSEMBLY  ROOMS 

300.  Lectures  under  the  auspices  of  the  Board  of  education  are  held  in 
certain  branches.  All  branches  should  keep  informed  of  such  lectures  in 
centres  within  their  districts  and  should  prepare  and  post  lists  of  books 
on  the  subjects  of  the  lectures.  Each  branch  should  keep  in  an  accessible 
place  on  the  desk  a  supply  of  folders  announcing  public  lectures  and 
should  display  conspicuously  the  placards  relating  thereto. 

301.  Other  lectures  may  be  held  in  library  rooms  by  permission  of  the 
Committee  on  circulation.  Such  permission  should  be  requested  as  far 
in  advance  as  possible,  giving  full  particulars  of  the  proposed  use  of 


CIRCULATION  DEPARTMENT  RULES  AND  INSTRUCTIONS  37 

the  rooms.  In  general,  permission  is  given  only  for  educational  use,  not 
for  social  or  political  purposes,  and  in  no  case  for  any  entertainment  for 
which  an  admission  fee  is  charged. 

BUILDINGS 

302.  The  Chief  of  repairs  has  general  oversight  of  branch  buildings  and 
grounds,  under  the  direction  of  the  Chief  of  the  department. 

303.  All  repairs  or  alterations  needed  at  the  branches  shall  be  reported 
to  the  Chief  of  the  department  on  requisitions  provided  for  the  purpose. 

304.  In  cases  of  emergency,  such  as  the  bursting  of  water  pipes,  leaks, 
etc.,  when  the  Chief  of  repairs  cannot  be  reached,  repairs  may  be  ordered 
by  the  branch  librarian  directly  through  local  plumbers,  such  repairs  being 
afterward  reported  to  the  Chief  of  the  department  on  the  regular  requisi- 
tion for  record.  Otherwise,  no  repairs  or  alterations  shall  be  undertaken 
without  the  consent  of  the  Chief  of  the  department. 

305.  Janitors  should  be  instructed  to  keep  fire  pails  and  extinguishers 
filled  and  available  for  immediate  use,  in  accordance  with  the  regulations 
of  the  Fire  department. 

306.  Substitute  janitors  are  forbidden  to  start  fires  in  the  boilers  with- 
out the  consent  of  the  Chief  of  repairs. 

307.  Special  rules  for  the  use  and  care  of  the  electric  book-lifts  are 
posted  at  each  branch,  and  should  be  carefully  noted  by  each  assistant. 

308.  Under  no  circumstances  is  it  allowable  to  fasten  anything  to  the 
furniture  or  woodwork  with  thumb  tacks,  or  to  stick  any  notice  or  sign 
to  windows,  glass  panels  in  doors,  or  partitions, 

309.  All  decorations  for  branches,  including  pictures,  vases,  etc.,  must 
be  approved  by  the  Chairman  of  the  Circulation  committee  before  being 
displayed. 


INDEX 


Abbreviations,  178-179. 

Absence,  Leaves  of,  45-53. 

Absence  on  account   of   illness  or  death   in 

family,  52. 
Accessioning,  188,  221-223. 
Accidents,  292-294. 
Addresses,  Borrowers',  71-72,  85,  89,  103-104, 

110. 

Staff,  21. 

Ambulance  calls,  293. 
Appeals  from  decisions,  19. 
Applications,  New.  77-85. 

Renewed,  86-88,  92. 

Indorsement  of,  72-74,  88,  109-112. 

for  special  cards,  107,  109-115. 

sent  from  library,  75. 

Signing  of,  77-80,  114-115. 

see   also   Registration. 

Assembly  rooms.  Use  of,  300-301. 

"Balance  Fund,"  Books  purchased  from,  174. 

Binding,  202-213. 

Reports  on,  212-213,  244(Vd). 

discarding  and  mending,  200-220. 

of  magazines,  196-197. 

Board  of  health.  Reports  from,  297-299. 
Book-lifts,  307. 
Book  orders,  180-190. 

Books,  Circulation  of.     (5"^^  Circulation  of 
Books.") 

Overdue,  152-158. 

Reference,  133. 

Renewal  of,  136-142. 

Replaced,  182,  186. 

Reserved,  143-151. 

Restricted,  132. 

borrowed  through  the  interloan  system, 

168-177. 

in  foreign  languages,  119,  131,  244(Ia), 

248. 

lent    from    central    reserve    collection, 

238-240. 

lost  and  paid  for,  160,  240,  257. 

missing  from  inventory,  243. 

missing  in  circulation,  239,  249. 

passed  in  meeting,  184. 

■ transferred  from  one  card  to  another, 

124. 

withdrawn  from  branches.  231-234. 

Borrowers,  Registration  of,  71-116. 

Transfer  of,  89-92. 

Borrowers'  cards.   Books  taken  on,   117-119, 
121-124,  127,  129,  131,  134. 

Issue  of,  71-74,  76,  78,  81,  84,  86. 

lost,  116,  125-126. 

renewed,  86,  88. 

revoked,  84. 

see  also  Special  cards. 

Branch  librarians.  Duties  of,  16. 
Branches,  Abbreviations  for,  178-179. 
Buildings,  302-309. 

Cards,  Borrowers',  see  Borrowers'  cards. 


Catalogue,  231-233. 

Special,  105-116. 

Cash,  Report  of,  257. 
Cash  book,  267-268. 
Catalogue  cards,  228-230. 
Cataloguing  office,  221-234. 

Central  registration  office,  77,  83-84,  87,  90- 
94,  96-98,  101-102,  104,  109-110. 

Central  reserve  collection,  231,  235-240,  281. 

Change  of  addresses,  21,  89,  103-104. 

Charging  desk,  130. 

Charging  and  discharging  books,  118,  122- 
124,  129,  131,  173. 

Children  transferred  to  adult  department,  92. 

Children's  rooms.  Hours  of  opening,  13. 

Children's  work,  see  Work  with  children. 

Circulation  of  books,  117-167. 

General  rules  for.  117-135. 

Report  of.  244,  246-248. 

on  special  cards,  105-106,  108. 

to   adults    from   children's   rooms,    120, 

247. 

to  staff,  135. 

Clocks,  Repair  of,  251. 

Closed  shelves,  see  Restricted  books. 
Coal  and  wood.   Requisitions   for,  253. 
Conferences,  Library,  Attendance  at,  51. 
Contagious  disease,  234,  297-299. 
Correspondence  between  branches,  etc.,  4-5. 
Custodians,  Hours  of  work  for,  39. 

Vacations  of,  56. 

Damaged  books,  164-167. 

see  also  Lost  and  mutilated  books. 

Decisions,  Appeals  from,  19. 
Decorations  for  branches,  309. 
Delinquents,  89,  97-102. 

Deposit  members,  93-96,  112. 

Deposits  in  lieu  of  reference,  74,  163,  257, 
263-266. 

Desk  assistants.  Rules  for,  71-167. 

Discarding,  214-215,  see  also  Withdrawn 
books. 

Discharging  books,  see  Charging  and  dis- 
charging books. 

Disease,  Contagious,  234,  297-299. 

Donations,  190-191,  199. 

Duplicate  books,  182,  231. 

Duplicate  cards,  126. 

Electric  book-lifts,  307. 

Emergency  accident  outfits.  294. 

Equipment,  Inventory  of,  256. 

Evening  work  after  9  p.  m.,  66,  68. 

Exhibits,  284-291. 

Express,   Books   sent   to   readers   by,   128. 

Library,  278-283. 

Extra  pay  after  9  p.  m.,  66,  68. 

for  holidays,  67. 

for  Sundays,  65. 

Fiction,  Circulation  of,  117,  119,  131,  142(o). 

Adult  circulated  from  children's  rooms, 

249. 


[38J 


INDEX 


39 


Finance,  257-273. 

Reports,  257. 

Fines,  97,  99,  102,  152-160. 

Computation  of,  152-153. 

for  lost  and  mutilated  books,  159-167. 

for  books  borrowed  through  Interloan, 

173. 

Record   of   receipts    for,    158,  257,   267- 

268. 

see     also     Overdue     books,     and     De- 
linquents. 

Fire,  Books  damaged  by,  167. 

at  branches,  295. 

Fire  pails,  305. 

First  assistants,  17. 

Flag,  Display  of,  7. 

Foreign  languages.  Books  in,  119,  131,  244(1), 

248. 
Furniture,  Requisitions  for,  252. 
General  rules,  1-9. 

for  circulation  of  books,  117-135. 

for  registration,  71-76.  • 

Gifts,  190-191,  199. 

Health,  Board  of,  297-299. 
Holiday  work,  67. 
Holidays,  7,  12,  40,  67. 
Hours  of  opening,  12-15. 
Hours  of  work,  36-37,  39-40. 
Illness,  Reports  of,  47-48,  244(V^). 

of  readers,  293. 

see  also  Sick-leave. 

Imperfect  books,  185,  233. 

Indorsement  of  applications,  72-74,  88,  109- 

112. 
Infected  books,  298-299. 
Initials  used  for  branches  and  offices,  178- 

179. 
Interloan,  168-177. 
Inventory  of  books,  241-243. 

of  equipment,  256. 

of  supplies,  256. 

Invoices,   Book,   188. 
Janitors,  29-35. 

Substitute,  33-35,  306. 

Vacations,  56. 

Languages,  Foreign,  sec  Foreign  languages, 

Books  in. 
Last  copies,  187,  227,  232. 
Leaves  of  absence,  45-53. 
Lectures,  300-301. 

Public,  68.  300. 

Lettering  backs  of  books,  205-206. 
Letters  between  branches,  etc.,  4-5. 
Library  clubs.  Attendance  at.  51. 
Library  handwriting  or  printing.  70. 
Librettos,  Circulation  of,  142(c). 
Lost  cards,  116,  125-126. 
Lost  and  mutilated  books,  159-167. 
Magazines,  Binding  of,  196-197. 

Circulation  of,  117,  121,  142(6),  194. 

Disposal  of  old  numbers,  234. 

lost  by  borrower.  161. 

received  as  gifts,  191. 

Magazines   and   Newspapers,   191-199,  234. 
Mail,  Books  sent  to  readers  by,  128. 
Married  women,  Applications  signed  by,  79- 

80. 
Meals,  Time  allowed  for,  Z6,  38. 


Meetings,  69. 
Mending,  216-220. 
Messenger  service,  278-283. 

by  janitors,  32. 

Messengers,  Hours  of  work  for,  39. 

Vacations,  56. 

Messengers  sent  for  overdue  books,  155. 
Monthly  reports  from  branches,  244 (V) -245. 
Music  scores.  Circulation  of,  118. 
Mutilated  books,  97,  164-167,  233. 
New  applications,  77-85. 
News  items,  9. 
Newspapers,  191,  198-199. 

Articles  for,  9. 

Disposal  of  back  copies,  234. 

received  as  gifts,  191,  199. 

Subscriptions  for,  198. 

-  —  see  also  Magazines  and  Newspapers 
Notices  for  public,  8. 

Offices,  Abbreviations  for,  178-179 
Opening,  Hours  of,  12-15. 
Opera  scores.  Circulation  of,  142(c) 
Overdue  books,  152-158. 

Messenger  sent  for,  155. 

Postal  card  notice  sent  for,  154 

Renewal  of,  138. 

see  also  Fines. 

Overtime,  41. 

Pages,  see  Messengers. 

Pay  rolls,  59-68. 

Periodicals,  see  Magazines 

Petty  cash,  see  Small  expense  accounts. 

Pictures,  jc^  Decorations  for  branches. 

Postals,  Overdue,  154-155. 

Reserve,  146-151. 

Printed  cards,  228-230. 

Probationers,  25-28. 

Public  lectures,  68,  300. 

Reading-room  custodians,  see  Custodians 

Recommendations    for    purchase    of    books, 

180-182. 
Reference,  Deposits  in  lieu  of,  74,   163,  257 
263-266.  '        '        ' 

see  also  Deposit  members. 

Reference  books.  Circulation  of,  133. 

References  for  cardholders,  72-74  88  109-112 
Registration,  71-116. 

General  rules,  71-76. 

see  also  Applications. 

Registration  book,  103,  113 
Renewals,  136-142. 

Second,  140-141. 

Renewed  applications,  86-88. 
Repair  of  books,  216-220. 
Repairs  to  buildings,  302-304. 
Replacements,  182,  186. 
Reports,  Financial,  257. 

Inventory,  243. 

Monthly  from  branches,  244(V)-245 

on  binding,  212-213. 

Requisitions  for  repairs,  303-304. 

for  salaries,  see  Pay  rolls. 

for  supplies,  250-253. 

Reserves,  124,  139,  143-151. 
Resignations,  20,  58. 
Restricted  books,  132. 
Rubber  stamps,  255. 

Rules,  Changes  in  or  additions  to,  2-3. 


40 


THE   NEW   YORK   PUBLIC   LIBRARY 


Rules,  cont'd. 

Interpretation  of,  3. 

for  desk  assistants,  71-167. 

Schedules,  36-44. 

School  work,  276-277. 
Shelf  listing,  224-227. 
Sick-leave,  For  staff,  45. 

For  substitutes,  24,  46. 

see  also  Illness. 

Small  expense  accounts,  258-262. 
Special  cards,  105-116. 
Staff,  16-21. 

Circulation  of  books  to,  135. 

Meetings  of,  69. 

"Staff  News,"  2,  10-11. 
Statistics,  244-249. 

Students.  Issue  of  special  cards  to,  115. 
Subject  headings,  228. 
Substitutes,  22-24. 
Sunday  work,  65. 
Supplies,  Inventory  of,  256. 

Requisitions  for,  250-253. 

Supplies  and  Furniture,  250-256. 
Teachers,  Issue  of  cards  to,  73,  105. 
Telephone,  269-273. 

Report  of  tolls,  257,  270-271. 


Temporary  readers,  see  Deposit  members. 
Time-sheets  of  probationers,  28. 

of  staff,  43-44. 

of  substitutes,  23. 

Title-pages  and  indexes  for  magazines.  197. 
Titles  of  courtesy  used  on  borrowers'  cards, 

81. 
Transfer  of  books  from  one  card  to  another, 

124. 
Transfers,  89-92. 
Union  catalogue,  12,  223. 
V'acation  privileges  of  borrowers,  134. 

reading.  Report  of,  246. 

Vacations,  54-58. 

Salaries  advanced  for,  62. 

Vases,  see  Decorations  for  branches. 
Volunteer  service,  18. 

Wall  case  exhibits,  284-291. 
Waste  paper,  231. 
Withdrawn  books,  231-234. 
Wood,  Requisitions  for,  253. 
Worn  out  books,  see  Discarding. 
Work  with  children,  274-275. 

Monthly  report  of,  244(V),  247-248, 

275. 

Work  with  schools,  276-277. 

Monthly  report  of,  244(V),  277. 


